Companion for using Version 6 of PersonalBrain.

Posted October, 2010
©

2010. TheBrain Technologies LP. All Rights Reserved.

TheBrain, PersonalBrain, Brain, Thought, Thoughts, and Work the Way You Think are trademarks or registered trademarks of TheBrain Technologies LP. Other trademarks or service marks appearing herein are the property of their respective owners.

Table of Contents

Table of Contents
Introduction .................................................................................................................. 1 Thoughts are Information .................................................................................... 1 Dynamic Graphical Interface ............................................................................... 2 Operating Systems ............................................................................................. 2 About this Guide ................................................................................................. 2 Note to Macintosh Users ..................................................................................... 3 Brain Terminology ............................................................................................... 3 Opening Older Brains ......................................................................................... 7 Suggestions for Transitioning to Your New Brain ................................................ 8 A Guided Tour of Personal Brain ...............................................................................10 Part 1: Explore the PersonalBrain Window........................................................ 10 Part 2: Create New Thoughts ............................................................................ 14 Part 3: Find, Add Attachments, Link, and Delete Thoughts ............................... 18 Understanding Thought Relationships ......................................................................27 Families of Thoughts ......................................................................................... 29 Navigating Your Brain .................................................................................................31 Opening Content ............................................................................................... 32 Previewing Thought Content ............................................................................. 32 Pins................................................................................................................... 33 Activating Recent Thoughts: The Past Thought List .......................................... 34 Instant Activation............................................................................................... 36 Customizing Your Brain’s Environment ....................................................................38 PersonalBrain’s Default Settings ....................................................................... 38 Customizing The PersonalBrain Window .......................................................... 39 Using Your Brain in Transparent Mode ........................................................ 42 Switching to Mini-Mode ................................................................................ 43 Maximizing and Restoring the Plex ................................................................... 44 Moving and Resizing the Plex ........................................................................... 44 Customizing Your Brain’s Appearance .............................................................. 45 Themes ........................................................................................................ 45 Wallpaper ..................................................................................................... 48 PersonalBrain Toolbar.................................................................................. 49 Setting Other Preferences ................................................................................. 50 General Preferences .................................................................................... 51 Look & Feel Preferences .............................................................................. 53 UI Preferences ............................................................................................. 56 Views Preferences ....................................................................................... 58

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Search Preferences ..................................................................................... 59 Color Preferences ........................................................................................ 61 Advanced Preferences ................................................................................. 62 Accelerators Preferences ............................................................................. 64 Creating Thoughts.......................................................................................................68 Creating a Single Thought ................................................................................ 68 Creating Multiple Thoughts at Once .................................................................. 69 Creating Context-Sensitive Thought Names Using Commas ............................ 70 Swapping a Thought’s Name with its Label ....................................................... 71 Copying Thoughts Within and Between Brains ................................................. 71 Undoing and Redoing Actions ........................................................................... 74 Editing Thoughts and Links........................................................................................75 Renaming Thoughts.......................................................................................... 75 Deleting and Forgetting Thoughts ..................................................................... 76 Selecting Multiple Thoughts .............................................................................. 78 Advanced Selection ..................................................................................... 80 Other Selection Uses ................................................................................... 81 Unlinking Thoughts ........................................................................................... 81 Linking Existing Thoughts ................................................................................. 82 Link to Thoughts Visible in the Plex .............................................................. 82 Link to Thoughts Not Visible in the Plex ....................................................... 82 Link by Dragging to a Pin ............................................................................. 82 Link by Dragging to the Past Thought List .................................................... 83 Link by Selecting a Thought in the Create Child Dialog Box ......................... 84 Link Using the Selection ............................................................................... 85 Cancel Creation of a Link ............................................................................. 85 Changing Relationships Using Drag and Drop .................................................. 85 Thought and Link Properties ......................................................................................87 Changing the Appearance of a Thought ............................................................ 87 Thought Drop Shadows and Backgrounds ................................................... 87 Changing the Size of Thought Text .............................................................. 88 Changing a Thought’s Text Color ................................................................. 89 Viewing a Thought’s Details ......................................................................... 91 Adding a Label to a Thought ............................................................................. 92 Attaching Images to Thoughts........................................................................... 93 Thoughts Types ................................................................................................ 96 Creating a Thought Type.............................................................................. 96 Visible Thought Types .................................................................................. 96 Managing Thought Types............................................................................. 98 Assigning a Type During Thought Creation .................................................. 99

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Capturing Pictures for a Thought Type ......................................................... 99 Super Types............................................................................................... 100 Making Thoughts Private ................................................................................ 100 Thought URLs................................................................................................. 100 Changing the Appearance of a Link ................................................................ 102 Link Types ...................................................................................................... 104 Adding Files, Web Pages, and Folders ....................................................................106 Opening and Renaming Attachments.............................................................. 106 Drag and Drop ................................................................................................ 107 Adding Attachments Using Drag and Drop ................................................. 107 Copying and Moving to Other Locations with Drag and Drop ..................... 109 Moving a File into a Brain After It Is Attached as a Shortcut to a Thought ...................................................................................................... 110 Moving a File Out of PersonalBrain ............................................................ 110 Copy and Paste .............................................................................................. 110 Copying an Attachment from One Thought to Another ............................... 111 Capturing a Picture for an Attachment ........................................................ 111 Using the Save As Command ......................................................................... 112 Attachment List Context Menus ...................................................................... 112 File Attachment Context Menu ................................................................... 113 URL Attachment Context Menu .................................................................. 113 Attachment List Settings ................................................................................. 114 Working with Multiple Attachments ................................................................. 114 Creating Virtual Thoughts by Dragging and Dropping Folders......................... 117 Adding a Template File to Your Brain.............................................................. 119 Advanced Navigation and Alternate Views..............................................................121 Changing How You View Your Thoughts ........................................................ 121 Using Outline View.......................................................................................... 123 Using Expanded Thoughts View ..................................................................... 124 Expanding All Thoughts by One Generation............................................... 127 Maintaining the Active Thought While Expanding the View ........................ 127 Collapsing All Thoughts.............................................................................. 127 Expanding and Collapsing Individual Thoughts .......................................... 128 Panning and Scaling the Expanded View ................................................... 128 Adjusting the Distance Between Thoughts ................................................. 129 Dragging Thoughts to Different Locations in the Plex ................................. 129 Saving Expanded Views............................................................................. 130 Managing Saved Views .............................................................................. 131 Scroll Bars ...................................................................................................... 132 Filtering Thoughts from the View..................................................................... 133 Presenting Your Brain ..................................................................................... 135

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.................................................................................................. 162 Displaying Thoughts Based on Their Tags .......................................................... 158 Tags..................................................................................................... 147 Checking Your Spelling ......... 152 Insert URL Addresses ............................................................................................................................. 157 Using the Thought Toolbar .................................................................................................................................................... 135 Hiding Pins While Presenting .............. 152 Embedding Hyperlinks .............................................................. 166 Performing an Advanced Search .................................................. 163 Reporting on Tags................................................................. 140 Notes ............................................................................................. 167 PersonalBrain User Guide iv ........................................................................................................................................................................ 159 Assigning a Tag During Thought Creation ... 137 Analyze Main Thoughts....................................................... 159 Creating a Tag ................................................................... 154 Counting Your Words ................................................................................................................................................................................... 153 Adding Images to Notes .......... 147 Copying Formatting ................................................... 155 Thought ................................................................................................................................................................................ 149 Create Task Lists ...................................................................................................... 160 Deleting a Tag ......................... 158 Keeping the Thought Tool Open ................................... 146 Entering Notes ........................................... 163 Adding Notes and Attachments to Tags ................................................................................... 135 Exiting Presentation Mode ........................................................................................................................140 Tools Overview .................................................................................................................. 135 Using Your Brain’s Extra Sensory Perception (ESP) ............................................................................................................................................................................... 145 Using Notes Menu Commands.............. 164 Search ............ 136 Setting ESP Sync Preferences .... 159 Assigning and Removing Tags .................................. 161 Renaming a Tag................................ 148 Insert Horizontal Rules .................................. 149 Inserting Tables......................................... 147 Printing Notes ................................................................................................................................................................................................................................ 146 Using the Notes Toolbar.................................... 151 Link to Thoughts in Notes...... 167 Fine-Tuning Your Advanced Searches ........................................................................ 155 Customize the Date and Time Format ................................................................................................................ 164 Using the Search Toolbar ....................................................................................................................................................... 161 Defining How Tags will Display ........................................................... 146 Saving Notes............................................................................................................................................................................Table of Contents Entering Presentation Mode .................... 139 Using PersonalBrain Tools ..............................

................................................ 182 Marking Events as Complete........................................ 176 Calendar .............................. 190 Copying Contacts into Notes ..................................................Table of Contents Using Advanced Search Features ............................................ 203 PersonalBrain User Guide v .................................................... 192 Adding Messages to Thoughts ....................................................................................................................................................................................... 201 Creating a BrainZip . 190 Emailing Attachments ........................................................................ 197 Creating Online Backup Copies of Your Brain......................................................................................................................... 196 Use WebBrain.................................................................................................................................................................. 180 Reminders..............................................................................194 iCal................................................................................................................................................................................ 183 Deleting an Event .................................................................................. and Mail Integration ........................................................................ 173 Reports ...................... 198 Editing Your Online Brain ................................................. 183 Synchronizing with Google Calendar................................................................................................................. 171 iCal............................................................................................. 197 Synchronizing Your Brain.................... Address Book................ 178 Adding an Event ....................................................................................................................... Synchronize................................................................................. 175 Managing Custom Reports ........... 194 Additional Email Capabilities ............................... Address Book...................................................................................... and Mail Integration .................................197 Publishing Your Brain ...................................................................................191 Adding Contacts to Thoughts ............................................... 184 Printing Your Brain......................................................186 Using Outlook with Your Brain .... 190 Using Web Mail with Your Brain ........................................................ 183 Snoozing and Dismissing Events .................. 200 Using BrainZip to Send Your Brain to Others ....... and Back Up Your Brains ..... 169 Customizing How Search Results are Handled .......................................................................... 202 Uploading and Downloading Brainzips ................com to Share..................................................... 199 Automatic WebBrain Synchronization .............. 181 Viewing All Events for the Active Thought ....................................... 192 Mac OS X: Email and Other Features ..... 189 Adding Other Outlook Objects with Drag and Drop .............................................. 178 Reoccurring Events ...................................... 194 Searching File Attachments ............................................................................................................................................................................................................................. 188 Adding Messages to Thoughts ...............................................188 Adding Contacts to Thoughts ........................ 181 Navigating Your Calendar ...................... 173 Creating and Saving Custom Reports ..........................

..... 216 Importing PersonalBrainXMLs........ 228 Glossary .............................................................................................. 219 Looking Under the Hood: Where Your Brain Stores Content ....................................................... 217 Brain Maintenance......................... 226 Research and Analysis Brain .............. 214 Pasting Outlines ................................................................................................. 221 Hobby and Special Interest Brain ...................221 Project Management Brain .................................................................................. 214 Importing Information Into Your Brain ................................................................................................ 220 Some Sample Brain Applications.. 212 Copying Thoughts into Other Applications as an Outline............................................................................................................................................................................. 203 Downloading a BrainZip .............................Table of Contents Uploading a BrainZip ................................................................................... 206 Exporting Your Brain to a SiteBrain Web Site ............... 225 Personal or Business Finance Brain .................................................................................................................................229 Index ........................................................................................................ Folders..................................219 Backing Up Your Brain .................................................................................................................................................... 211 Exporting Your Brain as XML for BrainEKP................................... 207 Exporting Your Brain as a Simple HTML .........................................................................................215 Importing Bookmarks........................................ and Mind Maps ................................................... 212 Importing Word Outlines... 205 Publishing Your Brain on WebBrain.......................................................................................com .................................................................................................. 223 Travel Brain ........................................... 217 Importing Outlines from Word or Excel into a Brain ................233 PersonalBrain User Guide vi ................................................................................................................... 227 “My People Network” Brain ............................................ 215 Merging Brains ........................................................................................................ 214 Copying Outlines with Notes ........................

is the connectedness of all these Thoughts.Introduction Introduction Welcome to PersonalBrain™. Intelligence comes from the mind’s ability to think associatively—that is. until new ideas are built. the first software package that lets you use your computer the way you use your mind—intuitively. The wonder of the mind. PersonalBrain’s easy-to-use visual interface integrates information from the Internet and all your applications. allowing you the freedom to think less about your computer and more about your work and interests. and the source of human creativity. including concepts. without limiting you to a pre-determined file structure. to mirror the way you use your mind. building webs of greater and greater complexity. PersonalBrain allows you to organize your information in the same way. Associations are our inspirations. to leap from Thought to Thought. shortcuts. Your mind works in a way that is unique to you. Figure 1. images. PersonalBrain Interface Thoughts are Information PersonalBrain Thoughts can represent just about any type of information. and PersonalBrain User Guide 1 . documents. The human mind is a container for a virtually limitless number of Thoughts. spreadsheets. people. PersonalBrain uses a brand new data format called Thoughts.

and Pro. and less frustrating—helping you use your time more efficiently. dynamic graphical map in which to input and navigate all your information.Introduction Web pages. Mac OS X. you’ll be able to create and navigate through networks of Thoughts in a conceptual space unique to your work habits. and Unix. Your Brain starts with a single Thought. The Brain file format is compatible across Operating Systems. These Thoughts have their own links to other Thoughts and. PersonalBrain User Guide 2 . Dynamic Graphical Interface PersonalBrain lets you create a simple. By letting you create links and associations between Thoughts. to each other. It’s simple to make connections between Thoughts so that they reflect the connections you make in your mind. Core. When you begin using PersonalBrain. This icon is used to indicate that the feature is available in both the Pro and Core editions. you will find that your computer becomes easier to use—faster. (Note that all features available in the Core edition are also available in the Pro edition. Operating Systems PersonalBrain data is accessible from multiple platforms. PersonalBrain currently runs on Windows. PersonalBrain is offered in three editions—Free. to which several other Thoughts can be visually linked. Features that are available in all editions are not designated with a special icon. so you are never more than a few steps away from the information you are seeking. Using simple click-and-drag techniques. Linux. more enjoyable. possibly. About this Guide The following icons are used throughout this guide to flag categories of information: This icon is used to identify notes. PersonalBrain expands to become a visual interface that reflects the way you think.) This icon is used to indicate that the feature is available in the Pro edition only. PersonalBrain’s flexible structure allows any Thought to be linked to any other Thought. This icon is used to flag tips and suggestions. Icons are used throughout the guide to flag features that are specific to the Core and Pro editions.

Introduction PersonalBrain operates under multiple Operating Systems—Windows. Note that many mice can be set up to interpret clicks on each side of the main button differently so that Control-clicking is not necessary. You can create multiple Brains. just hold down the Control key while you click. there are several contextsensitive shortcuts available in context menus which appear when right-clicking. OS-specific features are flagged with icons throughout the guide. each of which can have content. A Thought can represent anything you want it to. This icon is used to indicate that the information applies only to computers running Windows 2000. menus. It can include an icon. Mac. and Vista. many systems do not have a right mouse button. This icon is used to indicate that the information applies only to Linux/Unix. On a Macintosh. Minimally. XP. To enable this. notes. Features that are available for all Operating Systems are not designated with a special icon. However. Brain Terminology Here is a list of working definitions for the basic terms used throughout PersonalBrain. and icons appear in this font throughout the guide in order to stand out. In addition: Labels Names of buttons. a Thought has a name. Brain A collection of associated Thoughts. Select “Secondary Button” for the right side of the mouse. and Linux/Unix. The topics that you link together in your Brain are called Thoughts and are the basic unit of a Brain. keys. alter the Mouse settings in the System Preferences area of your Mac. commands. Thought PersonalBrain User Guide 3 . Note to Macintosh Users Right-clicking: Most features in PersonalBrain can be accessed with just a single click of your primary mouse button.3+. To access a context menu. This icon is used to indicate that the information applies only to computers running Mac OS X 10. or one or more attachments (such as files and Web sites) or it can have no content at all and simply act as a subject heading or organizer.

Search. Reports. Figure 2. graphical portion of your Brain that displays your Thoughts. Any items attached to the Thought are described in the Thought tab and any notes you have entered for it appear in the Notes tab. The portion of the Brain window that displays tabs for PersonalBrain’s six Tools—Notes.Introduction Plex Tools Window The visible. What a Thought Looks Like PersonalBrain User Guide 4 . PersonalBrain Plex and Tools Window Active Thought The active Thought appears in the center of the Plex and is the current focus. and Thought. Figure 3. Tags. Calendar.

The relationships between Thoughts are displayed automatically. and someone’s sibling.” “sibling Thought. In your own life. Figure 5. advisor.Introduction As shown below. who are you? The answer to that question is relative—it depends on the circumstances and what hat you’re wearing at the moment. and someone’s peer. you may be someone’s parent.” “child Thought.” or “jump Thought” based on its relationship to other Thoughts with which it is linked. when you click a Thought it moves to the center of the Plex and it becomes the active Thought. So. and someone’s child. Relationships are Relative to You The same applies to Thoughts. based on which Thought is active at the moment. PersonalBrain User Guide 5 . Activating a Thought Thought Relationships A Thought is said to be a “parent Thought. Figure 4. or colleague.

the active Thought “Hobbies” has four child Thoughts. For example. They appear in the “child zone. Figure 6. They appear in the sibling zone.” “Golf” and “Hockey” linked as child Thoughts since they are types of hobbies. Jump Thought PersonalBrain User Guide 6 . “Budgets” affect the amount of resources available to spend on the various hobbies and so it is closely related. or sibling depends on its current relationship to the active Thought. but it is not a hobby itself. “Entertainment” and “Family” are siblings of “Hobbies” because they are all children of “Personal. Parent Thought Sibling Thought Parent Thoughts represent super ordinate topics or the active Thought. In the picture above. “Hobbies” has the various hobbies “Ballet. Sibling Thoughts share a parent with the active Thought. child. They appear in the parent zone.” “Banjo. Jump Thoughts have an “equal weight” relationship with the Thought to which they are related. Thought Relationships are Relative to the Active Thought Child Thought Child Thoughts are subtopics of the active Thought. to the right of the active Thought. but not part of the main Thought grouping. as shown above. Therefore. They appear in the jump zone to the left of the active Thought. In the picture above.Introduction Whether a Thought is a parent.” below the active Thought.” Jump Thoughts are related to the active Thought but are neither child nor parent topics. above the active Thought. it makes a perfect jump Thought―related.

Start up PersonalBrain 6.brain. the child gate is below it.Introduction Gate Thoughts in the Plex have three circular “gates. Thought Gates Link A link is the line that connects two Thoughts.brn filename extension. A gate is hollow when there are no links attached to it. You will find complete information about what is new and different in the current version. When used as a verb.com/manual.” each of which is used to link a specific type of relation: The parent gate is above a Thought. Click the File menu. To open a Brain that you created in an earlier version: 1. to “link” is the act of connecting Thoughts to establish close relationships. The following message box will be displayed: PersonalBrain User Guide 7 . click the Open command. When you’re looking at old and new Brain files. 2. Opening Older Brains If you have been using a previous version of PersonalBrain you may want to download one of the transition guides (based on the version you’re most familiar with) at http://www. note that Brains created in PersonalBrain 6 have filename extensions of . Brains created in some earlier versions have a .thebrain. and the jump gate is beside it. navigate to the Brain of your choice. Gates are highlighted in green when there are other Thoughts linked to them that are not currently visible. and solid when one or more links are attached. then click the Open button when the file is selected. Figure 7.

PersonalBrain User Guide 8 . As you exit the tour. Click the OK button and PersonalBrain will begin the conversion process.brn file and .com/brainzip or see “Creating a BrainZip” on page 202. The information will be stored in the same location as the original file. Upon completion.com/pb101. Avoid “converting” to a Brain-only environment all at once. File Conversion Progress Bar Brains are upwardly compatible—you may open (and convert) earlier Brains in PersonalBrain 6. go to http://www. Be sure to make a backup copy of your Brain prior to opening it with version 6 if there’s a chance you’ll want to open it in an earlier version at some point. To learn more about PersonalBrain 101. Make the transition on a file-by-file basis so that every piece of information your Brain contains will be useful. you’ll already have hands-on skills for getting your Brain up and running quickly and easily. You may also want to attend one of TheBrain’s free online seminars on getting started―PersonalBrain 101.thebrain.Introduction Figure 8. Convert Brain Message Box 3.brn file was being converted. Suggestions for Transitioning to Your New Brain Here are some tips for establishing a happy relationship with your Brain: Begin by taking yourself on the guided tour provided in the next section of this guide. it will be incompatible with earlier versions. As PersonalBrain converts your Brain. watch our video tutorial at http:/www. you will see a running account of its progress.brn folder will not be affected. You can make a backup copy of your Brain by creating a BrainZip. the original . your converted Brain will appear in the Plex. Build your Brain as you go—associating Thoughts as they occur naturally. If an older . Figure 9. However. For information on how to create a BrainZip. Once you open a Brain in version 6.thebrain.

Introduction Avoid the temptation to move large folders into your Brain. Remember that your first Brain doesn’t need to be your only Brain or your last Brain. Experiment! Create a Brain just for fun. trying to create the proper links between relevant Thoughts could become a chore. PersonalBrain can handle this. Your Brain is waiting! PersonalBrain User Guide 9 . but your Brain will be cluttered with Thoughts you may not need. to try out the possibilities—give yourself room to stretch and explore.

you’ll be asked to enter specific information to make it easier to refer to items and areas as the tour proceeds. Start up PersonalBrain. because you’ll be going at the most strategic pace— your own. Here are the sign posts you’ll see along the way: Enter here—the startup action for this phase of your guided tour Point of interest—take out your virtual camera Tip—where you can find more details about this step your guided tour Take five—this is a good place to take a break if you want one Exit here—this marks the end of your guided tour Let’s go! Part 1: Explore the PersonalBrain Window Itinerary: You’ll start up PersonalBrain. unless it’s already running. Starting PersonalBrain PersonalBrain User Guide 10 . when you’re on your own. This guided tour will walk you through the basics.A Guided Tour of Personal Brain A Guided Tour of Personal Brain The best way to build your comfort level with your Brain is to build one yourself— with your very own hands. you’ll use your own ideas to create Brains that reflect your thinking. You can select PersonalBrain from the Start menu. pointing out items of interest along the way. create a new Brain. During this tour. There’s no need to take notes and you’ll never get left behind. Figure 10. Naturally. and tour through the components of the PersonalBrain window.

Click the New Brain button on the welcome screen (or click the File menu. then click the New Brain command). The Welcome Screen 1. This screen shows:      Commands for creating a new Brain and opening an existing Brain Links for opening the Brains you’ve opened recently Links for accessing tutorials and the Support Center A tip and navigation buttons for viewing the next and previous tip Information about the edition of your Brain software and whether updates are available Figure 11. 2.A Guided Tour of Personal Brain When PersonalBrain first starts and the last Brain can’t be re-opened or if you close the open Brain without opening a new one. a welcome screen is displayed. In the empty field. type: Tour PersonalBrain User Guide 11 .

PersonalBrain User Guide 12 . You can use the Browse button to change the location. 3.A Guided Tour of Personal Brain Figure 12. Press the Enter key or click the OK button to finish creating a new Brain named “Tour. it’s also the “active Thought”—the Thought that’s currently selected. It has the same name as your Brain (which you can change later if you want to). if necessary. New Brain Dialog Box Notice that the Location field displays the path of the folder in which your Brain will be created. Since it’s the only Thought. The Parts of the PersonalBrain Window PersonalBrain creates your first Thought for you.” Your screen should look similar to this: Figure 13.

You’ve just created your first Note. you can click the Save command on the File menu or press Ctrl-S to save if you want to. then type: My tour of PB. Click in the empty white space of the Notes tab in the Tools window. even if you activate other Thoughts or close your Brain. 2. Click any of the other Tools tabs if you want a quick peek. PersonalBrain Toolbar 1. Point at each one of the buttons in the PersonalBrain toolbar so that you see a brief explanation in the pop-up tool tip. Although your Notes are saved automatically.A Guided Tour of Personal Brain The PersonalBrain Toolbar Figure 14. PersonalBrain User Guide 13 . There’s no need to save Notes. Tip: See the section beginning on page 142 for details about working with the Notes tool. 2. A Note in the Notes Tab 1. which is associated with the “Active Thought”—Tour. The PersonalBrain Tools Figure 15. Now you’ll be able to return to this Brain when any other Brain is open. Click the Add Brain button to add “Tour” to the toolbar.

Click the Brain button to reactivate your Brain.” The bottom circle is called the child gate because it provides a gateway towards creating a child Thought. Click the Window menu. then click the Float command. Drag the mouse from the child gate down a short distance. as you left it in Part 1. and a Thought “pin. PersonalBrain User Guide 14 . Your Tour Brain should be on the screen. multiple Thoughts. a Thought from an existing file. maximize. Display Personal Brain 4. then release the mouse button. right-click the Tour Thought and then click the Create Child command on the context menu. Notice that now you can minimize. Tip: If you prefer not to drag the mouse to create a Thought. 2. Part 2: Create New Thoughts Itinerary: You’ll create a single Thought. Figure 16. or restore the PersonalBrain window using standard Windows’ techniques. The button will be located on whatever side of the screen you selected via the auto-hide option. Click the Window menu and note what the current selections are so you can return to them later if you want. Tip: See “PersonalBrain’s Default Settings” beginning on page 38 for details about controlling the behavior of the PersonalBrain window. Select one of the auto-hide options. 3. Notice that the PersonalBrain window is now hidden from view. The three circles surrounding the Tour Thought are called “gates.A Guided Tour of Personal Brain Window Behavior Options 1. then click outside of the PersonalBrain window. 1.” and modify the relationship between two Thoughts. The Create Child dialog will open.

Spell checking is active by default. all at the same time.A Guided Tour of Personal Brain Figure 17. Your Tour Thought now has a child Thought named “PB Buddies. highlighting it for easy visibility. In the empty field. Press the Enter key (or click the green button showing the check mark). A “pulsing” circle appears around a new Thought for a few seconds. New Brain Ideas Figure 18. Dragging from the Child Gate 2. To begin. you’ll see a red squiggly line under it. Reminders. Since “PB” isn’t a standard word.” Creating Multiple Thoughts at Once You can create more than one Thought at a time by typing a semicolon to separate each Thought. You can ignore the word or add it to your Brain’s dictionary by right-clicking it and selecting the option of your choice. then release the mouse button. so you can share experiences. 2. drag Tour’s child gate down a bit. type: PB Buddies This Thought will organize Thoughts about people you’re going to talk to about how they use PersonalBrain. To-Do. type: Tips. Multiple Thoughts at Once PersonalBrain User Guide 15 . Spell check preferences are explained in the “Checking Your Spelling” section on page 147. 1. 3. Create four new child Thoughts for Tour. In the empty field.

File Dragged into Plex Becomes a Thought The new Thought will appear in the Plex and it will include an icon that represents the type of file.A Guided Tour of Personal Brain Tip: The semicolon (. You’ll learn more about attachments in the next part of this tour. 2. Size the PersonalBrain window so that you can also see either the portion of the desktop containing the file you’re going to use or the window in which the file is listed. Figure 19.) between each Thought name tells PersonalBrain that these are separate Thoughts. 3. Any time you click this icon in the Plex. Press the Enter key (or click the green button with the check mark). Create a Thought by Dragging and Dropping an Existing File You can create a Thought by dragging a file from the desktop or from your file manager (such as File Explorer on Windows or Finder on a Mac). If PersonalBrain is in auto-hide mode. 1. Drag the file into the Plex. dragging the file to the PersonalBrain icon opens the window automatically. 3. from your desktop or from any other location. the related file will open. The new Thought will have the same name as the file (minus its extension) and it will automatically have the file as an attachment. Your original file will not be affected by being moved into your Tour Brain―you’re just creating a shortcut. See ”PersonalBrain’s Default Settings” on page 38 for information about the different way the PersonalBrain window can operate. PersonalBrain User Guide 16 . Choose any file.

Right-click the Thought named Reminders.” No matter where you are in the Plex. type: Experiments and then press the Enter key.) 2. click the Reminders pin to get there instantly. Thought Pins in an Existing Brain The area at the top of the Plex. PersonalBrain User Guide 17 . 2. These quick-access shortcuts to Thoughts are called “pins. the pins remain visible. 1. Click any other Thought in the Plex.A Guided Tour of Personal Brain Thought Pins Figure 20. Relationship Changes 1.” (Drag from Tour’s child gate down a bit. and not be one of its children—because you’ll use experimenting as much as touring to develop your Brain skills. When you want to return to the Reminders Thought. just below the PersonalBrain toolbar functions like a bulletin board on which you can “thumbtack” Thoughts you want to keep at your fingertips. Now you’ve decided that the Experiments Thought should really have an equal relationship with Tour. Create a new child of Tour named “Experiments. then click Create Pin on the context menu.

Create four new child Thoughts under PB Buddies: John. add a Web page to a Thought. Link. This is a good place for a break if you’d like to take one. Add Attachments. You can leave your Brain open or close the PersonalBrain window. Figure 21. and Delete Thoughts Itinerary: You’ll find Thoughts. then press the Enter key. Fred.A Guided Tour of Personal Brain Drag Experiments up to the left side of the Plex so that it is level with Tour. Jill. 1.) PersonalBrain User Guide 18 . separated by a semicolon. then release the mouse button. Your Tour Brain should be on the screen. Ann (Drag from PB Buddies’ child gate. link some Thoughts. Just start up PersonalBrain again when you’re ready to continue. You’ll begin by creating a few more Thoughts for a little more scenery along the way. Dragging a Thought to Change its Relationship Tip: See the section beginning on page 71 for details about changing Thought relationships. use a Thought to open an application. and delete a Thought. then type each name. Part 3: Find. as you left it in Part 2. add an attachment to a Thought.

Instant Activation “Instant Activation” is a PersonalBrain feature that lets you quickly find a Thought by typing a few letters. and choosing from a list of “hits.” it is found instantly. PersonalBrain User Guide 19 . Enter a Note for PB Buddies: We should compare Brains sometime 3. The more characters you type. Instant Activation Because you only have one Thought that begins with the letter “f.” After you click the Thought of your choice. Say you’re ready to work with Fred’s Thought—you want to add an attachment to it. Point the mouse at the Tour Thought and notice how the Note changes. Click in the Search field and type: f Figure 23. Then point back to the active Thought and see how the Note reflects the Thought being pointed to. that Thought is automatically activated. 4. 2. or you could speed things up: 1. 2. you could click around and find it pretty quickly. Click the Reminders pin up at the top of the Plex to go quickly to your Reminders Thought. With such a small Brain.A Guided Tour of Personal Brain Figure 22.” Fred will be activated. If other Thoughts begin with the same letter you will see them in the box. Four New Thoughts PB Buddies should be the active Thought—you should see the rotating active Thought indicator behind the Thought and it should be in the middle of the Plex. the more finely-tuned your search will become. Click on “Fred” in the one-item list above the Search field where you typed the “f.

4. For now. Navigate to any file on your computer. Activate Jill. Tip: See the “Search” section beginning on page 164 for details about more complex searching and the “Navigating Your Brain” section on page 31 for more on cruising around your Brain. click the Link to File button. 2.A Guided Tour of Personal Brain 3. PersonalBrain User Guide 20 . Type the letter “j” in the Search field to activating Jill. or a file you’re collaborating on. select an existing file on your computer. Now you can click on it at any time to open the file. Figure 24. Notice that the two Thoughts beginning with the letter “j” appear in the list. You can add an existing file or you can create a new one. To do so. then click the Open button to attach it to the active Thought. Click the Add Attachment button in the Thought tab of the Tools window. You might use this function to add a photo of Fred. Notice that the filename appears in the Thought tab’s list section. Back to Fred. or notes about a project you’re completing together. Activate Fred by clicking his Thought. Add an Attachment 3. Attachments 1.

A Guided Tour of Personal Brain Web Page Thoughts 1. Activate the John Thought. 4. Figure 25. 2. Tip: If you want to create a new Thought for the Web page instead of adding it to existing Thought. Web Pages. Open your Internet browser and navigate to a Web page of your choice. See the “Adding Files. PersonalBrain User Guide 21 . whether John is the active Thought or not. you can single-click the icon in the Thought whenever it is visible in the Plex. Drag from the address bar icon in your browser to the active Thought (John). then release the mouse button. Or. and Folders” section beginning on page 106 for details about attachments. 3. Arrange the browser window and the Personal Brain window so that you can see at least part of both of them. just drag and drop the page icon to a blank area of the Plex and a child Thought will be created. Inserting a Web Page as an Attachment A link to the Web page will be added to the attachment list in the Thought tool and you can launch the page by double-clicking on it whenever John is the active Thought.

Click Microsoft Office Word Document (assuming this application is installed on your computer—if not. starting Microsoft Word). 4. When you click on the Thought. it will be saved internally within your Brain. then copy empty files of the types you want to be able to create from within PersonalBrain into the folder. Activate the New Brain Ideas Thought by typing an “n” in the Search field and then clicking on “New Brain Ideas” in the list. Close the new document before moving on to the next section. two things will happen:   First. When you are done.” matching the active Thought. To create files from within PersonalBrain. click the Add Attachment button again and chose one of the templates you added. The new document will be named “New Brain Ideas. If you are not using Windows. 3. the document will open again. you’ll need to add some file templates first:  Click the Templates… button to open the folder where templates are stored. PersonalBrain User Guide 22 . select any other application in the list). a Microsoft Word document named “New Brain Ideas”). there will not be any automatically created file types to select from.  Once you select a file type. Click the Add Attachment button in the Thought tool. After you add content to the document and save it. 2. Second. a new file will be created and added to the Thought (in this example.A Guided Tour of Personal Brain Creating Attachments from a Thought 1. the file will be automatically opened so that you can work on it (in this case.

Remember. 3. say one of your PB Buddies. Activate the New Brain Ideas Thought. Type the first few letters of the Thought you want to connect (Ann) in the Create Jump dialog box. Notice that the existing Thought is displayed in the list below. is full of ideas on how to use your Brain. PersonalBrain User Guide 23 . Ann. For example. 1.A Guided Tour of Personal Brain Linking Thoughts One of the most powerful features of PersonalBrain is the ability to connect Thoughts to each other. 2. Drag from the jump gate on the left side of New Brain Ideas as if you are going to create a new jump Thought and release the mouse button. 4. you can connect any Thought to any other Thought. You might want to link her to the New Brain Ideas Thought. Select the existing Thought from the list and then click the check mark.

whenever you look at this Thought. PersonalBrain offers two ways to remove Thoughts―forgetting and deleting. her Thought will be just a click away. 2.A Guided Tour of Personal Brain Figure 26. Also. There are many ways to link existing Thoughts. Click the Forget command on the context menu. the resulting relationship will be determined by which gate you selected to start the linking―it does not matter where you release the mouse button over the destination Thought. Jill disappears from the display. starting from either one of the Thoughts’ gates. Jump Thought Linked to an Existing Thought Now that Ann is connected to New Brain Ideas. Forgetting and Deleting Thoughts If you’ve entered a Thought in error or you simply don’t need to keep it around anymore. 3. then click the Delete or PersonalBrain User Guide 24 . Both the Past Thought List below the Plex and the pins can be used for linking Thoughts visually. you can simply draw the link between the two. then click Show Forgotten Thoughts. 1. you can easily remove it from your Brain. however. Just click the Thought. the New Brain Ideas Thought will be conveniently available. The method above is convenient when the Thoughts you want to connect are not both visible. Make PB Buddies the active Thought. however if the Thoughts are both visible. Let’s forget the Thought Jill. When you connect two Thoughts visually. When a Thought is forgotten. if you want to show Jill again. when you are at Ann’s Thought. turn on Forgotten Thoughts:  Click the Options menu. Right-click the Jill Thought. it can be remembered later if need be. The Forgotten Thoughts dialog box can be used to permanently delete Thoughts or remember them. Now. deleting is permanent.

To turn off the display of forgotten Thoughts again. You may want to glance at some of the examples in “Some Sample Brain Applications. or dive into creating your own Brain. start by creating a few Thoughts for broad categories before you go to the detail level. hold down the Shift key as you right-click on it and then select the Delete command. Tip: If you want to permanently delete a Thought without first forgetting it.” beginning on page 221. Completed Tour Where to go from here? You can stay and experiment more with your Tour Brain.A Guided Tour of Personal Brain Remember button. your Brain should look something like this: Figure 27. Concluding Your Tour If you click the Home button in the PersonalBrain toolbar. begin reviewing sections of interest throughout this guide. For example. for more ideas—but you probably already have plenty of your own! Tip: If you are ready to dive into beginning your own Brain. PersonalBrain User Guide 25 . simply close the dialog box.

Hobbies. Family. This concludes your guided tour—-thanks for coming along! PersonalBrain User Guide 26 . “Ed’s Brain” might be the name of your Brain (and your first Thought) and its first children might be Work. and Friends.A Guided Tour of Personal Brain if your name is Ed.

parent. My Brain is now My Company’s parent Thought. Jumps: Jump relationships are usually used to link two pieces of information that are exclusively related. Each employee has a file. Imagine that you are the owner of a company and you are reviewing personnel files. You create four child Thoughts from My Company— Manufacturing. From My Brain.  Let’s move on to an example to explore these relationship types. you create a child Thought called My Company (see Figure 28). and Billing. Figure 28. The three primary relationship types―child. They serve to indirectly connect their child Thoughts as siblings. Parents can also be thought of as higher level categories to classify groups of information. Parents: Parent relationships are usually used to link more general information. meaning that the two items are related to each other but neither represents a group that the other is a part of. Sample PersonalBrain PersonalBrain User Guide 27 . and jump―can be used to express different types of relationships. Your PersonalBrain is called My Brain. Service. Sibling is a relationship that is derived from child/parent relationships.Understanding Thought Relationships Understanding Thought Relationships There are no rules governing the relationships between Thoughts—whatever makes sense to you is the way your Brain ought to be organized. You decide it makes sense to organize your employees by department. The examples in this section can help you understand the variety of relationships and how they are used. The core concepts behind each type of relationship are as follows:   Children: Child relationships are usually used to link more specific information or information that represents a subcategory. These departments are sibling Thoughts of each other. Sales.

In this example. Figure 30. This is one of the most powerful features of PersonalBrain—having one Thought under more than one heading. you can make him a child Thought of both departments—he’ll appear in both and you won’t have to duplicate his file.Understanding Thought Relationships Now you go to each department and create more child Thoughts. Bob is a child Thought of both Manufacturing and Sales (see Figure 29). you might want to make a Thought called Accountant and link it as a jump Thought to each company (see Figure 30). If an employee splits time between two departments. Child Thought Link to Two Headings If you own more than one company. but have one accountant for all of them. Figure 29. one for each employee of the department. Jump Thoughts to the Active Thought PersonalBrain User Guide 28 .

New Parent Thought Because Joe wants to avoid a conflict of interest. so that when you’re working with Aristotle. while its sibling’s jump gate (My Company) maintains that Link and is filled.Understanding Thought Relationships Imagine that Joe’s company has just purchased one of your companies. The complex relationships you can form in PersonalBrain are the source of its power. but of Plato. the acquired company (My Other Company) no longer uses the same accountant. Aristotle was a student of Plato. As you use PersonalBrain. you will develop a sense of the types of relationships you wish to make between Thoughts. So its jump gate is hollow. so you may want to make Aristotle not only a child of Philosophy. Let’s say you are studying philosophy. Let’s consider sibling Thoughts that also share a parent/child relationship. PersonalBrain User Guide 29 . Each of these siblings. Families of Thoughts It is tempting to view Thought relationships as families. Individual philosophers such as Plato and Aristotle could be child Thoughts of Philosophy. and indeed these different parts of your Brain are types of families. You might have a Thought called Philosophy (see Figure 32). in turn. Joe’s Company becomes a parent (see Figure 31). a child Thought can be a parent of one of its siblings and a Thought can have more than two parents. Figure 31. But unlike human families. It is always possible to change relationships (see ”Changing Relationships Using Drag and Drop” on page 85). may have child Thoughts. Since Joe’s company now owns this company. with their ancestry visually spread before you. Plato is only a Thought away. represented by subjects and categories.

Clearly.Understanding Thought Relationships Figure 32. Example of Parent/Child Relationships Notice that when Philosophy and Plato are in Aristotle’s parent zone. PersonalBrain User Guide 30 . No hierarchical file structure can provide as much cross-referenced information at a glance. their relationship (Philosophy is a parent Thought of Plato) is shown by the line linking the child gate of Philosophy to the parent gate of Plato. PersonalBrain is a powerful method of organizing ideas and information. And our example is pretty basic—a fully developed Brain can hold many more relationships and much more information.

In Figure 33. the Queen of England and asparagus. one of which is Asparagus. which has child Thoughts called Giant and Jack. You have a Thought called Queen of England. The story has another parent Thought called Fairy Tales. The Queen of England’s Connection to Asparagus Depending on the relationship you create between them. Thoughts are considered to be closely related when they are linked directly or are siblings. Thoughts may be closely or distantly related. See “Advanced Navigation and Alternate Views” on page 121 for information about the different view options. A sibling of Frog Prince is Jack and the Beanstalk. many distant Thoughts are displayed using the Expanded view. Thoughts that are one additional step (generation) away from the active Thought can be displayed using the “Expanded” view. Figure 33. say. One of its child Thoughts is Prince of Wales. Giant has another parent Thought called Famous Giants. In the default view of the Plex. only close Thoughts of the active Thought are always displayed in the Plex. Figure 33 illustrates this series of connections. which has a parent Thought Famous Princes that is also linked to the story of the Frog Prince. PersonalBrain User Guide 31 .Navigating Your Brain Navigating Your Brain All Thoughts can be connected—directly or indirectly—even Thoughts that may seem to have nothing to do with each other can be related through a chain of links. Jolly Green Giant has child Thoughts named after canned vegetable products. Let’s look at an example. which has a child Thought called Jolly Green Giant.

you can open the attachments associated with a Thought in three ways: directly from the Plex by clicking on the Thought’s icon and then clicking the attachment in the list (even if it is not the active Thought). Previewing Thought Content The content of the Thought and the Notes tabs automatically updates to show content related to the active Thought. where the mouse is pointing. (If you prefer. but the content in the Thought tab (below the Plex) belongs to Chocoholics Anonymous.) In the example below. the Attachments command. PersonalBrain User Guide 32 . or if the Thought is active.Navigating Your Brain Opening Content As you navigate through your Brain. this feature can be turned off by deselecting the “Update tools on highlight of Thoughts” check box in the UI section of the Preferences dialog box. and Instant Activation (explained below). by clicking the Thought menu. then the Open Attachment command. Figure 34. My Latest Preoccupations is the active Thought. by double-clicking the attachment in the Thought tool. This feature can be used to preview the content associated with a Thought before activating it. you can navigate and explore more efficiently by using pins. the Past Thought List. or the Thought you’ve highlighted using the keyboard. this preview feature can be a big time saver. A Word File for an Inactive Thought As your Brain grows and becomes more complex. the Thought your mouse pointer is currently over. Additionally.

To create a pin:  Right-click the Thought for which you want to create a pin. then click Create Pin on the context menu Figure 35. Creating Pins PersonalBrain User Guide 33 . pins are shortcuts to Thoughts to which you want quick access. just below the PersonalBrain toolbar. No matter where you are in your Brain. the pins remain visible. They appear at the top of the Plex.Navigating Your Brain Pins As you saw if you went along on the Guided Tour of PersonalBrain earlier.

or PersonalBrain User Guide 34 . the name is highlighted and expanded. for easier reading. from the first Thought you’ve activated to the last. the icon for the file’s application appears to the left of the Thought. To use a pin to link Thoughts:   Drag from one of the Thought gates to the pins.Navigating Your Brain To remove a pin:  Right-click the pin or on a Thought that has a pin. PersonalBrain keeps a running “breadcrumb” trail of your Thoughts based on activation and displays it in the Past Thought List at the bottom of the Plex. As with pins. or Move your mouse pointer over a pinned Thought and gates will appear. if necessary. if you hold the mouse over the name of a Thought in the Past Thought List. in which case only one of the Thoughts will automatically appear in the Past Thought list). then click Remove Pin on the context menu Removing a pin does not remove or delete the associated Thought. Clicking on any Thought in the Past Thought List activates that Thought. If a Thought in the list has a file or Web page attached. just the reference to it at the top of the Plex. Use them to navigate sequentially through past Thoughts. To use a Thought in the Past Thought List to link Thoughts:  Drag from one of the Thought gates to one of the Thoughts in the Past Thought List. Past Thought List Scroll arrows displayed as triangles are located to the left and right of the Past Thought List when there are additional Thoughts available in that direction. drag from one of these gates to the Thought you want to link Activating Recent Thoughts: The Past Thought List You can think of the Past Thought List as the visual representation of the phrase. The Past Thought List is displayed at the bottom of the Plex window. Figure 36. The most recently activated Thought (the current active Thought) appears at the right end of the list. “train of thought”—a scrollable list of Thoughts in the order you activated them. Also. when a new Thought is created it appears in the Past Thought list immediately (unless multiple Thoughts were created by using the “semi-colon trick“ or via an imported outline.

drag from one of these gates to the Thought you want to link In the example below. shown above. located near the top of the Window. PersonalBrain User Guide 35 .Navigating Your Brain  Move your mouse pointer over a Thought in the Past Thought List and gates will appear. you can also use the Back and Forward buttons. These mouse buttons perform the same navigation as the Back and Forward buttons in the PersonalBrain toolbar. to quickly retrace your steps. Sharon is going to become a child Thought of Causes. Creating a Link from the Past Thought List Using the Back and Forward Buttons:  In addition to the Past Thought List. the mouse has being dragged from the child gate of Causes to Sharon. these buttons work just like they do in a Web browser   Click the Back button to go back to the last active Thought Once you have clicked the Back button. Figure 37. the Forward button can be used to re-activate the Thought you came from Back and Forward Mouse Buttons: The back and forward buttons available on some mice (typically on the left side of the mouse near where you place your thumb) may be used to navigate backward and forward in your Brain.

” or “fr fa. to find the “Family and Friends” Thought you could type “fa fr. Results are displayed starting with first word matches and are prioritized based on how recently they have been activated. when two or more matches with the same name are found. The search includes every word in Thought names. Instant Activate Uses All Words Within Thought Names Accents are ignored when matching Thought names. Figure 40. Also. To activate one of these results. for example. Figure 38.” or “fa and fri. Use First Letters of Separate Words for Instant Activate You can make the Instant Activation field wider or narrower by dragging its right-most border. You can search for Thoughts by typing the first letter(s) of separate words and the letters can be in any sequence. Resizing the Instant Activation Field PersonalBrain User Guide 36 .Navigating Your Brain Instant Activation You can quickly scan the results of the Instant Activation as you type in the Search box—they appear just above your typing.” Figure 39. the names of their parent or jump Thoughts are also displayed so you can differentiate them. click it with your mouse or use the up-arrow.” or even “f a f. and page down keys on the keyboard then press the Enter key. page up. down-arrow.

PersonalBrain User Guide 37 . please see the “Search” section beginning on page 164. For more information about searching your Brain. Resizing the Instant Activation Results List In addition to the results that appear as you type. For more information about advanced navigation. please see the “Advanced Navigation and Alternate Views” section beginning on page 121. you can do a full search of all the content of your Brain by clicking the Search button or pressing the Enter key once you have entered the word or phrase you are looking for. Figure 41.Navigating Your Brain You can also resize the list box that appears as you begin typing in the Instant Activation field.

children. Your Thoughts will be displayed in “Normal” view.  Figure 42.” The top half of the PersonalBrain window will display your Thoughts and the bottom half of the window will display a set of tabs (which are PersonalBrain “Tools”). meaning that you will see only the direct parents.Customizing Your Brain’s Environment Customizing Your Brain’s Environment You may choose to use your Brain just as it’s offered “out of the box” or you may choose to change some of the environmental settings to suit your personal preferences. here’s what your Brain looks like:    The PersonalBrain window will behave like a regular window. and siblings of the active Thought. PersonalBrain Window with Default Settings PersonalBrain User Guide 38 . PersonalBrain’s Default Settings Without making any changes. This is called the “Float” window option. The area where your Thoughts appear (the Plex) will be shades of dark blue with white text and blue links—this is the default “Theme. jumps.

your Brain is reduced to a Brain icon that appears in the side of the screen you selected in Step 1. To make your Brain automatically hide when not in use: 1. Click the icon to unhide your Brain. then click either the Auto-hide Left. restored. you can only auto-hide PersonalBrain on your main monitor. Figure 43. 2. or any application To make your Brain float:  Click the Window menu. maximized. Click the Window menu. If you are using multiple monitors. Icon for Unhiding Your Brain Tip: You can drag the icon to any area of the screen’s border. Auto-hide Right. Auto-hide Top.Customizing Your Brain’s Environment Customizing The PersonalBrain Window There are four basic options for how the PersonalBrain window behaves:     As a standard window that can be minimized. then click the Transparent Mode command PersonalBrain User Guide 39 . To make your Brain transparent: Use any of the following three methods to switch to Transparent Mode:  Click the Window menu. then click the Float command. and dragged by its title bar to different locations on the screen (the Float option) As a standard window that will always appear on top of any other open windows (the Float option plus the Always on Top option) As a window that automatically hides when not in use and appears in a designated location when you click an icon (the Auto-hide options) As a transparent window that lets you view your Brain on top of whatever else is on the screen―the desktop. When you click outside of the PersonalBrain window. or Auto-hide Bottom command. To make your Brain always stay on top of the desktop or any other window:  Click the Window menu. then click the Always on Top command.

Figure 44. then click the Transparent Mode command Click the small circular button in the top-right corner of the Plex A minimum of Java 6. Toggle Transparent Mode Button To return to the mode your Brain was in before you switched to Transparent Mode: Use either of the following methods:  Right-click the rotating active Thought indicator. Transparent Brain Context Menu PersonalBrain User Guide 40 . update 14 is needed to use Transparent Mode on a Mac.Customizing Your Brain’s Environment   Right-click in an empty area of the Plex. then click the Transparent Mode command Figure 45.

Customizing Your Brain’s Environment  Click the small circular button in the top-right corner of the transparent Brain Figure 46. Toggling Off Transparent Mode If you have defined an accelerator to switch to Transparent Mode. PersonalBrain User Guide 41 . pressing the accelerator again will toggle back to the previous mode.

. Drag the title bar Drag the resizing handle in the bottom-right corner when the mouse appears as a doubleheaded arrow Point to the red button in the top-right area of the Plex Click the title bar (see the next section for information about Mini-Mode) Click the down-arrow above the Notes tool Click the up-arrow when the tools are hidden View current information or reminders based on current activity Switch to Mini-Mode Hide the Notes tool and Thought tool Restore the Notes tool and Thought tool PersonalBrain User Guide 42 .. Move your Brain Resize your Brain Do this ... To do this . A Transparent Brain Your Brain will remain in whatever view was active before you activated Transparent Mode.Customizing Your Brain’s Environment Using Your Brain in Transparent Mode Figure 47.

To switch to Mini-Mode:  Click the title bar Figure 48. just below the past Thought list Click the right-arrow at the left edge of the Thought tool Click the left-arrow at the right edge of the Notes tool Switching to Mini-Mode Once your Brain is transparent. when the tools are showing Click the down-arrow when the Plex is hidden Hide the Notes tool.. Type in the Instant Activation text box. extend the Notes tool Restore the Notes tool when it is hidden Restore the Thought tool when it is hidden Click the right-arrow between the tools. Click the Brain button. extend the Click the left-arrow between the tools. then select the Thought of your choice.Customizing Your Brain’s Environment To do this . your Brain displays just the active Thought and the Instant Activation text box.. Move your Brain Activate a different Thought Switch back to Transparent Mode Do this . just Thought tool below the past Thought list Hide the Thought tool. PersonalBrain in Mini-Mode To do this in Mini-Mode .. PersonalBrain User Guide 43 . Click the up-arrow above the Notes tool..” In Mini-Mode. Fill the transparent Plex with the Notes tool and Thought tool Restore the default Transparent Mode view Do this . Drag the Brain button.. Switching to Mini-Mode Figure 49.. you can switch to “Mini-Mode...

Dragging the Plex Vertically To change the size of the Thought’s text. you can either move the mouse wheel up or down while hovering over the active Thought or you can drag the resizing circle behind the active Thought. Restore the Plex: Double-click any blank area of the Plex (restoring the Tools window). PersonalBrain User Guide 44 . you can move the Thoughts in the Plex up or down by dragging (up or down) in any blank area of the Plex background.Customizing Your Brain’s Environment Maximizing and Restoring the Plex   Maximize the Plex: Double-click any blank area of the Plex (hiding the Tools window). Figure 50. Moving and Resizing the Plex When the default settings are in use and the Plex is in “Normal” view.

Before and After Dragging the Resizing Circle Customizing Your Brain’s Appearance Themes The Themes feature lets you choose from several built-in designs to customize the look of your Brain. you can save the look of your Brain as a new Theme and quickly switch from one saved Theme to another. PersonalBrain User Guide 45 .Customizing Your Brain’s Environment Figure 51. In addition.

Sample Themes To select a Theme: 1. PersonalBrain User Guide 46 . Click the Options menu. then click the Theme of your choice. 2. Click the Set Themes command.Customizing Your Brain’s Environment Figure 52.

The following dialog box will be displayed: Figure 54. then click the OK button. Click the Save Themes As command. Click the Options menu.Customizing Your Brain’s Environment Figure 53. Selecting a Theme The Theme you selected will be applied. All of the options that are contained in a Theme can also be adjusted individually as described below. If you aren’t pleased with the result. Save Theme Dialog Box 3. PersonalBrain User Guide 47 . you can save it as a new Theme for easy access or to use with other Brains: 1. select a different theme. Note that the default Theme (Dark Blue) can be selected from the menu. 2. Type a name for the new Theme. Once you have adjusted the look of your Brain.

Click the Options menu. and then click the Open button. Go to a Web site that offers Wallpaper files.png. . 2.Customizing Your Brain’s Environment The Theme will be listed on the Set Theme sub-menu the next time you open it.jpg. and . set the Theme back to “Default (Dark Blue). Return to your Brain.gif. Click the Select Wallpaper command. To dynamically select new Wallpaper from a Web site: 1. right-click the design of your choice. PersonalBrain User Guide 48 .” Wallpaper To select an image to use as Wallpaper: 1. right-click in any blank area of the Plex. Figure 55. then select Copy on the context menu. 2. Newly Saved Theme on Set Theme Menu To return to the original appearance of the Plex at any time. then select Paste Wallpaper on the context menu. navigate to the location of your Wallpaper file. Supported wallpaper file formats include .

Context Menu on the Plex After you select your Wallpaper you may want to adjust your Thought colors and links. Use the Show Toolbar command on the Options menu to toggle the toolbar on or off. when clicked.Customizing Your Brain’s Environment Figure 56. PersonalBrain Toolbar You can customize the PersonalBrain toolbar by adding (or removing) buttons that.  Click the Add Brain button to insert a button for the active Brain. PersonalBrain User Guide 49 . you can also hide the toolbar if you do not plan on using it.  Figure 57. Modifying the Toolbar In addition to adding and removing buttons to the toolbar. close the active Brain and open the designated Brain. Note that the Add Brain button will only be enabled if there isn’t already a toolbar button for the active Brain. Click the Remove Brain button to remove the button for the active Brain (assuming the button has been added previously). Note that the Remove Brain button will only be enabled if there is a toolbar button for the active Brain. See “Setting Other Preferences” on page 50.

or Right-click a blank area of the Plex. To open the Preferences dialog box:   Click the Options menu. both mechanically and visually.Customizing Your Brain’s Environment Setting Other Preferences PersonalBrain’s Preferences dialog box is where you’ll find many of the settings for adjusting how your Brain works. then click the Preferences command (under Mac OS. the Preferences command is located in the PersonalBrain menu). then click the Preferences command on the context menu Figure 58. PersonalBrain User Guide 50 . Two Methods of Accessing Preferences The choices you can make within the Preferences dialog box are explained on the following pages.

Customizing Your Brain’s Environment General Preferences The General settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. A notice appears if there is a new major program update available. A notice appears if your computer is using an outdated version of Java. General Section of the Preferences Dialog Box User  Entries in the User name and Email address fields identify the person behind your Brains. Figure 59. General Options Open when Windows starts Check for major program updates automatically Warn about old version of Java PersonalBrain User Guide 51 . When selected … PersonalBrain launches automatically when Windows opens.

Set Default Notes Style Dialog Box 2. and text color of your choice. 1. Your selections will be previewed in the area below the settings. background color. select a font. Click the OK button.Customizing Your Brain’s Environment General Options Save images from the Internet locally Show memory usage in toolbar Use Tablet-compatible edit boxes Set Default Notes Style When selected … PersonalBrain saves images pasted into notes from the Internet as local files. Edit boxes that are compatible with Tablets are displayed. Other pre-existing Brains will not be affected. In the Set Default Notes Style dialog. Click the Set Default Notes Style button to select the initial attributes for text you enter in the Notes tool. size. PersonalBrain User Guide 52 . Figure 60. PersonalBrain’s memory usage is displayed in the toolbar. Any changes you make will apply to the current Brain and will apply to new Brains you create.

Click the OK button in the message box to acknowledge that you must restart PersonalBrain for the new language to be applied. 1. 3. Wallpaper and font settings affect only the Brain that is open when you make your choices. PersonalBrain User Guide 53 .Customizing Your Brain’s Environment Interface Language You can change the default language at any time. then select the language of your choice. Click the OK button to save your settings. Exit PersonalBrain and then open it again to work in the selected language. Choosing a Default Language 2. the Look & Feel settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. Figure 61. Look & Feel Preferences With the exception of wallpaper and font settings. Open the drop-down Interface Language list on the General tab.

Includes draws a colored background behind all Thoughts using the color selected in the Colors section of the Preferences dialog box. Determines whether the color selected in the Display properties for an individual Thought will apply to the Thought’s text or background. Backgrounds Load thumbnails for large images Apply colors to Fade distant Shrink in outline and expanded view Show icons when notes are present PersonalBrain User Guide 54 . Distant Thoughts gradually fade when in Expanded or Outline view. Large image attachments are loaded as thumbnails and displayed as zoomable icons. Distant Thoughts gradually shrink when in Expanded or Outline view. Plex displays a small yellow notepad next to all Thoughts that contain notes. Look & Feel Section of the Preferences Dialog Box Thoughts Options Text Shadows When selected … Displays a drop shadow behind each Thought using the color selected in the Colors section of the Preferences dialog box.Customizing Your Brain’s Environment Figure 62.

if no image is in use. selecting this check box opens the Select Wallpaper dialog box as does clicking the associated Change button when there is an image in use. behind your Thoughts. Wallpaper image appears replicated in squares (“tiles”) instead of a single image filling the Plex.png Tile wallpaper Active Thought indicator Draw links Thicken highlighted links Show welcome message Show siblings Maximum child columns (normal view) Animation  Drag the slider right to reduce or left to increase the speed with which a Thought becomes active when you click it in the Plex. A link appears thicker when the mouse hovers over it. The rotating active Thought indicator displays. PersonalBrain User Guide 55 . Font  Use the drop-down list to select a font for all Thoughts in the Plex.Customizing Your Brain’s Environment Thoughts Options Hide tag hints When selected … When selected. A scrolling "Welcome to TheBrain" message displays at startup. When selected … The currently-selected image will fill the Plex. Sibling Thoughts for non-active Thoughts are included in the Plex. tags are not shown next to Thoughts in the Plex. Plex Options Wallpaper/Wallpaper. The number selected dictates the maximum number of columns for child Thoughts when in Normal view mode. Links between Thoughts are displayed (otherwise a link displays only when the mouse hovers over it).

Clicking on the active Thought will open its attachment (or the Add Attachment dialog box if the Thought currently has no attachment).Customizing Your Brain’s Environment UI Preferences The UI settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. “Move dropped files” causes attachments to relocate when dragged and dropped into PersonalBrain. “Link to dropped files” causes attachments to maintain a link to the originals when dragged and dropped into PersonalBrain. Click active Thought to open/create On drag and drop of files to PersonalBrain PersonalBrain User Guide 56 . UI Section of the Preferences Dialog Box General User Interface Mouse wheel resizing When selected … Font size in the Plex can be made larger or smaller adjusted using the mouse wheel when pointing at the active Thought. Figure 63.

Capitalizes the first letter of each word in a Thought name when a new Thought’s name is entered in all lower case. Cancels the ESP Sync feature. A newly-created Thought automatically becomes the active Thought. otherwise. “Home Thought” sends a file or a folder directly to the active Brain’s Home Thought. “Automatically activate” causes a Thought found by ESP Sync to become active automatically. PersonalBrain checks what is being typed in other applications and looks for matching Thoughts to suggest or activate (not currently available in a Windows Vista environment). Tools will display the content for any Thought that the mouse is hovering over or that is highlighted by using the keyboard. Pins are temporarily hidden while your Brain is in Presentation mode. When selected … PersonalBrain checks the content of the clipboard for the names of Thoughts or linked attachments to suggest or activate their Thoughts. Update tools on mouseover of Thoughts Automatically capitalize Thoughts on creation Show virtual Thoughts for folders Activate last created Thought Hide pins in presentation mode ESP Sync Monitor clipboard Monitor keyboard Ignore text that is all lowercase Cancel if not used within 1 minute Activation PersonalBrain User Guide 57 . tools always display content for the active Thought. returning to the previous state if not used within the first minute of activation. “Suggest only” instructs ESP Sync to display the matching Thought name in the Plex as a suggestion instead of actually activating the matching Thought . Subfolders of linked folders are displayed in the Plex. Will not engage the ESP Sync feature if the relevant text is comprised of all lowercase letters.Customizing Your Brain’s Environment General User Interface Destination for Explorer “Sent To” Integration When selected … When you right-click a file or folder in Windows Explorer and select the Send to  PersonalBrain command: “Active Thought” sends the file or a folder directly to the active Brain’s active Thought. this excludes articles such as “a” and “the” within the name.

and Distant Thought Columns―to specify the size and spacing PersonalBrain User Guide 58 . all Thoughts remain visible unless they are manually hidden using the collapse controls (while in Expanded view). Places the active Thought in the center of the Plex automatically (while in Expanded view). Automatically recenter Expanded Normal View Setup Use the four sliders in this section―Distant Thought size. Spacing. otherwise. Views Section of the Preferences Dialog Box Expanded View Collapse on activate When selected … Clicking on a Thought will hide Thoughts that are not connected to the clicked Thought. Distant Thought Spacing. Figure 64.Customizing Your Brain’s Environment Views Preferences The Views settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices.

Search Section of the Preferences Dialog Box PersonalBrain User Guide 59 . Outline View Setup Use the two sliders in this section to specify the distance between Thoughts and the indentation of Thoughts when the Plex is in Outline view. the larger and more spaced out the Thoughts will be. Figure 65.Customizing Your Brain’s Environment of Thoughts when the Plex is in Expanded view. The farther to the right.   Active Thought Distance (drag the slider towards “far” for greater separation between the active Thought and the other Thoughts) Thought Indentation (drag the slider towards “far” for a larger indentation between Thoughts at different levels of the outline) Search Preferences The UI settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices.

“Date modified” sorts based on when the items were most recently modified. or 7). Index URL attachments Additional Search Instructions Maximum results size Results per page Default sort Select the number of search results to find (100. 7 MB. or Monthly). All file attachments (external links and internally stored) will be indexed when possible. Maximum file size to index Refresh Web pages index Filter under active up to n clicks away PersonalBrain User Guide 60 . 20 MB. or 50). 3 MB. 15 MB. Select how many generations below the active Thought that PersonalBrain will search when using the “Only Under Active” search filter (3. Select how often to refresh the index for URL attachments (Never. 1.000). the Thought will only show up once in the search results list. If both the Thought name and the content have a search result. Select the maximum size allowed for a file to be indexed (1 MB. 5 MB. All URL attachments will be indexed when possible.Customizing Your Brain’s Environment Search Merge Thought and content results Only display one search result per Thought Index File attachments When selected … All search results will be merged into one large group. “Relevance” sorts based on the density of matching terms and other criteria. Select the number of search results to display per page (10. Daily. or 25 MB). 25. or 10. Weekly. 5. 10 MB.000.

outline PersonalBrain User Guide 61 . Color of text for forgotten Thoughts. text Thoughts. Color of text for private Thoughts. selection outline Thoughts. Color of the outline of selected Thoughts. You can specify the default colors for every item. Color of the outline for the active Thought. Color of the shadow behind the text of Thoughts (if “Text Shadows” is selected in the Look & Feel section).Customizing Your Brain’s Environment Color Preferences The Color settings affect only the Brain that is open when you make your choices. text (private) Thoughts. background Description … Default color of a Thought's background (if “Backgrounds” is selected in the Look & Feel section). Colors Section of the Preferences Dialog Box Item Thoughts. text (forgotten) Thoughts. Default color of the text of Thoughts. text shadow Active Thought. Thoughts. Figure 66.

outline Advanced Preferences The Advanced settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. fill Scrollbar. rotating indicator Background. Color of the outline of a Plex scroll bar. highlighted Scrollbar. Color of the outline of a highlighted Thought. center Background. normal Messages. Interior color of the Plex scroll bar when highlighted. normal Highlighted Thoughts. background Messages. top and bottom Gates. PersonalBrain User Guide 62 . Color of the background of a Brain message. Color of the background on the top and bottom of the Plex if no wallpaper is in use. Color of the background in the center of the Plex if no wallpaper is in use. outline Links. Color of the background of a highlighted Thought. Color of the outline of a Brain message. resizing circle Active Thought. outline Messages. highlighted Links. Color of the link between Thoughts when highlighted. Color of the text of a Brain message. Gates. background Highlighted Thoughts. Color of the rotating active Thought indicator (if “Active Thought indicator” is selected in the Look & Feel section). text Scrollbar. highlighted Description … Color of the resizing circle around the active Thought. Color of gates that lead to another visible Thought.Customizing Your Brain’s Environment Item Active Thought. Color of the interior of a Plex scroll bar. Color of links between Thoughts. Color of the gates used to indicate that there are linked Thoughts connected that are not currently visible.

Copy/cut/paste as text always Sort instant results by most recently activated Enable context-sensitive names PersonalBrain User Guide 63 .Customizing Your Brain’s Environment Figure 67.) Content that is copied. (Unchecking this setting lets you skip the process of forgetting Thoughts if you don’t want to use this feature. Temporary files are hidden the Thought folders. its parent’s name will be included. The Advanced Tab of the Preferences Dialog Box Options Open the last used Brain at startup Hide temporary files in Thought folders Forget Thoughts before deleting When selected … Most recently opened Brain will open when PersonalBrain is launched. Results of instant activation searches will display the most recently activated Thoughts first. cut. The context-sensitive name feature will be active and when you type a comma before or after the Thought name. or pasted will be treated as text. Thoughts must be forgotten before they can be deleted permanently.

Customizing Your Brain’s Environment

Options Highlight recently created Thoughts Server address

When selected … An animated highlight circle draws focus to newly-created Thoughts.

The address in the Server address field displays the location of the server for synchronizing your Brain. Wander Animation Setup The “Wander Animation Setup” section lets you specify the amount of delay between activations. You can drag the slider left or right for faster or slower action. Optionally, you can select the Show Activated Thought as Background checkbox, which is deselected by default.

Accelerators Preferences
The Accelerator settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. Most PersonalBrain commands be accessed by keyboard commands, which you can customize based on your preferences. You can even export your settings to share them with others or to transfer them from one computer to another.

PersonalBrain keyboard shortcuts are called accelerators.

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Figure 68. Accelerators Tab of Preferences

Controls for working with accelerators: To remove an accelerator: Click it in the list, then press the Backspace key. Button Clear Import Export Reset Description Removes ALL accelerators. Imports a saved .csv file of your choice. Saves the current set of defined accelerators as a file that can be shared with others. Restores the default accelerators.

Default accelerators: Command PersonalBrain Hot Key New Brain... Accelerator Alt+Ctrl+Z Ctrl+N

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Command Open Brain... Create BrainZip Print Plex Paste into Plex Tags Thought Type Create Child Create Parent Create Jump Create Child from Active Thought Capture Thought Icon Open Thought Folder Create Duplicate Child Thought Rename Normal View Outline View Last Expanded View New Expanded View Expand All Collapse All Presentation Mode Search Web Getting Started Back Forward Home Focus on Plex (Instant Activate) Focus on Notes Maximize Plex Pin 1 Pin 2 Pin 3 Pin 4 Pin 5 Pin 6

Accelerator Ctrl+O Ctrl+R Ctrl+P Ctrl+Shift+V Ctrl+T Ctrl+Shift+T F6 F7 F8 Insert Ctrl+Shift+I Ctrl+Shift+F Ctrl+D F2 Ctrl+Shift+1 Ctrl+Shift+2 Ctrl+Shift+3 Ctrl+Shift+4 Ctrl+= (equal sign) Ctrl+- (minus sign) Ctrl+Shift+P F4 F1 Alt+Left Alt+Right Home F3 F5 Ctrl+Backquote (` above Tab) Ctrl+1 Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+6

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Command Pin 7 Pin 8 Pin 9 Pin 10 Advanced Search Arrow Up Arrow Down Arrow Left Arrow Right Expand/Collapse Thought in outline view Forget/Delete highlighted Thought or link Activate Thought Open/Add Attachment To define your own accelerators:

Accelerator Ctrl+7 Ctrl+8 Ctrl+9 Ctrl+0 F9  (up arrow key)  (down arrow key)  (left arrow key)  (right arrow key) Space bar Delete Enter Shift+Enter

1. Open the Preferences dialog box by either clicking the Options menu, then clicking the Preferences command or by right-clicking in a blank area of the Plex, and then clicking the Preferences command. 2. Click the Accelerators icon. 3. Click on the command of your choice in the left column, then press the Function key or keyboard combination of your choice. For example, you might choose to assign the “Create Pin” command to Ctrl+Shift+P. You can’t assign keys that are already used for common operations (such as Ctrl-C) nor can you use letter or number keys by themselves. 4. Click the OK button to save your customizations and close the dialog box.

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but usually. child. as appropriate) and let parents happen naturally.Creating Thoughts Creating Thoughts Creating a Single Thought There are four ways to create a Thought. then click the Create Child. you’ll create child Thoughts more often than parents or jumps. or a jump Thought? Generally speaking. child. or Create Jump command  Or. Create Parent. or Create Jump command   Or. Create Parent. then click the Create Child. but each starts with the same step— choosing the Thought with which the new Thought will have a relationship. When you create a Thought in your Brain. use any of these techniques to begin creating a new Thought:  Click the Thought menu. you first decide what relationship it will have with an existing Thought—will it be a parent. or jump gate PersonalBrain User Guide 68 . or F8 (for a jump Thought) Or. Once you have activated the Thought that will have a relationship with your new Thought. using a “top-down” approach is helpful if you are just getting started: Create children (and jumps. right-click the Thought. There are certainly exceptions. press the F6 key (for a child Thought). F7 (for a parent Thought). drag from the Thought’s parent. You will use the chosen Thought as a starting place when creating the new Thought.

Press the Enter key or click the green check mark button to save your new Thought (or click the X button to cancel the process). PersonalBrain User Guide 69 . by default.) Figure 70. Create Child Dialog Box 1. but you can turn it off in the UI tab of the Preferences dialog box.” “and. 2. There is virtually no limit to the number of Thoughts you can create at the same time. Type the name of your new Thought in the field provided.” This feature is active. the next thing you’ll see is a field for typing in the name of your new Thought. (The field will be labeled according to the type of Thought you’re creating.Creating Thoughts Figure 69. if you’ve typed “visit the statue of liberty” the Thought title will automatically become “Visit the Statue of Liberty. Automatic initial-capitalization: If you type a Thought name using all lowercase letters. the first letters of words will be capitalized for you automatically. Creating Multiple Thoughts at Once PersonalBrain offers a timesaver (affectionately known as the “semi-colon trick”) for creating more than one Thought at a time.” and “of”). Gates to Drag for Creating Thoughts Tip: We recommend using the drag method—it’s the quickest! No matter which method you use to begin creating your new Thought. For example. PersonalBrain uses “smart rules” to determine which words should be lowercase (such as “a.

the client’s name will be hidden and it will appear as just “Billing Info. For example. Figure 72. When this Thought is displayed. each of which has a billing department. PersonalBrain has some time savers to help you if you have repetitive information that needs to be added to your Brain.” But when you activate this Thought. you’ll see only the portion of the name that does not repeat the parent’s PersonalBrain User Guide 70 . Sub-Category Thoughts The Thought will display its full name when it is active.Creating Thoughts  Type a semicolon (. start or end the name with a comma. when you type the name of the new Thought.) to separate multiple Thought names in the Create dialog box Figure 71. you may not want to have identical Thought names because when you see these Thoughts later you won’t be able to tell them apart without looking at their parents. To remedy this potential dilemma. its name will vary depending on the context in which it’s viewed. When its parent Thought is active. Creating Multiple Thoughts Creating Context-Sensitive Thought Names Using Commas It’s always good to be specific with your Thought names. say you have Thoughts for each of your clients. the full name along with the client’s name will appear. You’d like a child Thought named “Billing Info” for each of your client Thoughts. If the client Thought is active. However. The parent Thought name will be added automatically.

Try it―you’ll see how this can be very useful. when Billing Info is active then NewGuys. such as “NewGuys. associated Thought types and link types are automatically copied as well. Swapping Label and Thought Names Copying Thoughts Within and Between Brains Thoughts. events. properties. Tip: The part of the Thought’s name that is hidden is context sensitive. that same Thought will appear as Billing Info. This can be very useful when the default label and name are assigned based on a URL and the automatic naming isn’t optimal for your purposes. whereas when NewGuys is active. Figure 73. including all of their notes. Right-click the Thought to be copied and then click the Copy Thought command on the context menu. PersonalBrain User Guide 71 . Billing Info will appear as just NewGuys. and attachments.Creating Thoughts name.” If you do this. You might create a Thought called “Billing Info” and then link to the billing information Thoughts for each of your clients. Swapping a Thought’s Name with its Label You can swap a Thought’s name with its label by clicking the Switch button in the Thought tool tab. To copy a Thought within the same Brain: 1. can be copied and pasted between Brains or duplicated within a Brain. When Thoughts are copied. Billing Info. Ensuring that each of your Thoughts has a unique name will help find and identify them more easily. Say for example that you wanted to have a single place to see the billing information for all your clients.

3. 4.Creating Thoughts 2. Copied Thought PersonalBrain User Guide 72 . The copied Thought will automatically be linked as a child of the active Thought and it will also retain all of its original relationships. Activate the Thought that will be the parent of the newly copied Thought. Figure 74. Right-click within any blank area of the Brain and click Paste Thoughts on the context menu.

1. It will include any attachments. Figure 75. PersonalBrain User Guide 73 . The Thought will be pasted into the Brain and linked as a child of the active Thought. or other attributes it had in the original Brain. The duplicated Thought will appear as a child of the original. as shown in the figure below. and then click the Copy Thought command). Duplicating a Thought Within a Brain To copy a Thought to another Brain: 1. 2. Notes. 2. Thought Types. click the Edit menu. Open the Brain into which you want to copy the Thought. 4.Creating Thoughts To create a duplicate of a Thought: If you just want to make a duplicate of a single Thought without retaining any of its links. the Create Duplicate Child Thought command is convenient. Right-click the Thought to be duplicated and then click the Create Duplicate Child Thought command on the context menu. Right-click the Thought to be copied and then click the Copy Thought command on the context menu (or activate the Thought. Right-click on the background of the Plex and then click the Paste Thoughts command on the context menu (or click the Edit menu and then click the Paste Thoughts command). 3.

select the oldest action to be undone from the list. click the first item in the secondary menu. Undoing and Redoing Actions Changing your mind about your actions is easy. To undo your most recent action. Click the action of your choice. Undo and Redo Commands To undo an action: 1.Creating Thoughts If you have selected multiple Thoughts. 2. Actions that have been undone can also be reexecuted using the Redo command. The list on the secondary menu displays your most recent action first. Once you close your Brain. Figure 76. As in the list of actions that can be undone. Right-click anyplace within the Selection box to open the context menu. To undo multiple actions. All actions above the item you click will also be undone. All actions above that action will also be undone. the list is in most-recent-action-first order. PersonalBrain User Guide 74 . If there are multiple items that can be redone. 2. See “Selecting Multiple Thoughts” beginning on page 78 for complete instructions about selecting multiple Thoughts. You can undo up to 100 actions during your current session. the Undo and Redo lists are cleared. Click the Edit menu and then click the Redo command. To redo an action you have undone: 1. they can all be copied at once using the same technique. a secondary menu will be displayed. Click the Edit menu and then click the Undo command.

then revise the name in the Thought tab Figure 78. or Figure 77. and click Rename in the context menu. Renaming a Thought Using the Context Menu   Highlight the Thought using the mouse pointer or the keyboard and then press the F2 key. Renaming a Thought in the Thought Tab PersonalBrain User Guide 75 .Editing Thoughts and Links Editing Thoughts and Links Renaming Thoughts There are three simple ways to rename an existing Thought:  Right-click the Thought to be renamed. or Activate the Thought.

then click Forget in the context menu Once a Thought has been forgotten it will disappear from the display. then click the Forgotten Thoughts command. You will be prompted to confirm the deletion. or deleted. Figure 79. If you want to access it again later temporarily. A forgotten Thought may be remembered and restored later. Alternately. Forgotten Thoughts Dialog Box 2. Closing the Forgotten Thoughts dialog box hides the forgotten Thoughts. To delete all forgotten Thoughts using the Forgotten Thoughts dialog box:  Click the Select All button. You can click on the Thoughts in the dialog box to activate them. it can be forgotten or deleted. The Forgotten Thoughts dialog box will be displayed and your forgotten Thoughts will appear grayed out in the Plex. To access forgotten Thoughts: 1. You can use forgotten Thoughts just like normal Thoughts as long as they are displayed. This works very much like the Windows Recycle Bin/Trash feature on your desktop which stores your deleted files until you choose to remove them permanently.Editing Thoughts and Links Deleting and Forgetting Thoughts When you no longer need a Thought. You can also permanently delete forgotten Thoughts or you can remember them. You can also reinstate forgotten Thoughts by selecting them. To forget a Thought:  Right-click the Thought to be deleted. then click the Delete button. Click the Options menu. then clicking the PersonalBrain User Guide 76 . you can do so by turning on the display of forgotten Thoughts. A deleted Thought is gone forever. you can use the Ctrl key to select multiple individual forgotten Thoughts and then delete only those.

To forget or delete multiple Thoughts: 1. Hold down the Shift key as you right-click the Thought to be deleted. Hold down the Ctrl key as you click each Thought. PersonalBrain User Guide 77 . Shift-Right-Click Context Menu for a Thought 2. then click the Forget Selection command on the context menu. Right-click in the Selection box. The Thought will be permanently deleted. then click the OK button in the confirmation dialog box that displays. Any internal attachment that may have been linked to this Thought will be moved to the computer’s recycle bin. remember. To delete a Thought instantly: 1. Hold down the Shift key while opening the menu to display the Delete Selection command instead. this may be necessary if you rename some Thoughts or forget. Figure 80. It is generally recommended to forget Thoughts when you don’t need them so that you can easily retrieve them if you change your mind. you can delete it immediately without forgetting it first. or delete some Thoughts.Editing Thoughts and Links Remember button. Click the Refresh button to update the list. 2. If you are sure you will never need a Thought again and you do not want to be able to remember it in the future. Click the Delete command. showing the Delete command in place of the Forget command. The context menu will be displayed.

Selection Box and Selected Thoughts Throughout this section. unlink. When multiple Thoughts are selected they are listed in a selection box on the left side of the Plex and they are highlighted in the Plex itself. PersonalBrain User Guide 78 . delete. set Thought type. Selection Box Context Menu Selecting Multiple Thoughts You can select multiple Thoughts and then apply actions—link.Editing Thoughts and Links Figure 81. Figure 82.” use the Command key. and other actions you would apply to an individual Thought—to the selected Thoughts en masse. wherever you see “Ctrl key.

PersonalBrain User Guide 79 . Resizing the Selection Box To select Thoughts:   Hold down the Ctrl key as you click a Thought. Hold down the Ctrl key as you click a Thought (either in the Plex or in the selection box) to de-select just that Thought. To de-select Thoughts:   Click the close button at the top right of the selection box to de-select all selected Thoughts. To perform actions on selected Thoughts:  Right-click in the selection box and select the action of your choice on the context menu. The entries in this menu are also displayed in the Edit menu. Hold down the Ctrl key as you click a gate to select all the Thoughts connected to that gate.Editing Thoughts and Links To resize the Selection box: Figure 83.

Parentward will be the Thoughts above. and selecting Childward. PersonalBrain User Guide 80 .Editing Thoughts and Links Figure 84. as this is usually the easiest way to select a big group of Thoughts. With Crawl Brain selected you can add to the selection box from any direction around the Active Thought. you can use the following techniques to quickly build a large selection.  Click the Edit menu. then click the Crawl Brain and Modify Selection command to select sets of connected Thoughts. Childward will be the Thoughts below. You can choose what types of connections to follow to build the selection. Selection Box Context Menu Advanced Selection If you have a section of your Brain that you want to modify but you don’t want to select each Thought from the Plex. and Jumpward are Thoughts to the left of the active Thought. We recommend going to the top Thought of the area you want.

PersonalBrain User Guide 81 . This makes it easy to tell which Thoughts will be unlinked if you click on the link. just look at the highlighted Thoughts. it is highlighted along with the two Thoughts it connects. When the mouse pointer is over a link. This avoids making the Thought into an “orphan.Editing Thoughts and Links Figure 85. Crawl Brain and Modify Selection Dialog Box  You can also use the Edit menu to add the results from the Search tab or the Reports tab to the selection. you can also use it for other things besides what you see in the menu:   Searches can be limited to the content of the selection Exporting Thoughts from your Brain can be limited to the selection Unlinking Thoughts To unlink a Thought:  Click the link. Other Selection Uses Once you have created a selection. If you have difficulty telling which link you are pointing at with the mouse. it is generally easier to do the unlinking after you have done the linking.” a Thought with no relatives. the click the Unlink command on the context menu Tip: If you are moving a Thought from one place to another by linking and unlinking it.

Simply drag from the appropriate gate to the pin (see Figure 86). you can drag links to them. you can also use the multiple Thought selection function to unlink several Thoughts at once. Pins help you save time. A single Thought may have relationships with multiple Thoughts. In the Normal view. Link by Dragging to a Pin You can Link to a Thought that is not visible in the Plex if it has a pin. her Thought may also be a child or jump Thought to your “Vacation” Thought. The possibilities are endless. because you can see more Thoughts at once. Finally. you can also link using the selection. Not only do links allow for associations that group Thoughts conceptually. If the Thought you can’t see in the Plex has a pin or a name in the Past Thought List. as described in the following sections. you can simply drag from the desired gate of one Thought in the Plex to another Thought in the Plex.Editing Thoughts and Links In addition to being able to unlink Thoughts one link at a time. or you can link by using the Existing Thoughts list in the Create Child dialog box to quickly find the Thought to which you want to link. PersonalBrain User Guide 82 . There are several ways to link to existing Thoughts. you may want a Thought named “Aunt Mary” to be a child of your “Mentors” Thought and also a child of your “Family” Thought. create a pin of the Thought and link to it. Link to Thoughts Visible in the Plex When the Thoughts you want to link are both visible in the Plex. the display of Thoughts is limited to close relations. When you want to link a Thought to many other Thoughts. they allow information to be stored in and accessible from numerous places. If your Aunt Mary is also helping you plan your next vacation. To do so:    Select the Thoughts you want to unlink by holding down the Ctrl key and clicking on each one Activate the Thought from which you wish to unlink the selected Thoughts Right-click in the selection box and select the Unlink command Linking Existing Thoughts As noted previously. Link to Thoughts Not Visible in the Plex If both Thoughts are not displayed in the Plex they can still be easily linked in any of four ways. For example. Note that the Thought you drag from does not have to be the Active Thought. You may find it useful to use the Expanded view when linking Thoughts. links are power.

you can link a Thought in the Plex to other Thoughts by dragging a Link from the appropriate gate of the Thought in the Plex to a Thought in the past Thought list (see Figure 87). The relationship you establish by linking a Thought to a pin is between the Thoughts. Like pins. Dragging to a Pin Although pins do not normally have gates displayed. Thoughts in the Past Thought List do not have gates displayed normally. the Link between the Thoughts will remain. gates appear and can be used to create links. Link by Dragging to the Past Thought List As with pins. but when they are highlighted with the mouse pointer. gates appear and can be used to create links. if you delete the pin. PersonalBrain User Guide 83 .Editing Thoughts and Links Figure 86. when they are highlighted with the mouse pointer.

The Create Thought dialog box appears. 2. Use the Create Child Dialog Box to Link PersonalBrain User Guide 84 . Figure 88. Dragging to the Past Thought List Link by Selecting a Thought in the Create Child Dialog Box You can also link by using the Create Thought dialog box: 1. Type the first few letters of the name of the Thought you want to link to. 3. PersonalBrain will fill in the rest (see Figure 88). Select the Thought and click the checkmark.Editing Thoughts and Links Figure 87. Start creating a Thought by dragging or using the Thought menu.

Figure 89.” You can quickly change relationships between Thoughts in a single step: Hold down the Shift key while linking a Thought to a new parent. it should be the child of “My Web Services. PersonalBrain User Guide 85 . all of the former parents will be unlinked.Editing Thoughts and Links Link Using the Selection Thoughts in the selection can be linked to the active Thought using the Selection menu: 1. Note that even if a Thought has more than one parent. Linking Using the Selection Cancel Creation of a Link Press the Esc key while dragging a link to abort the process. Activate the Thought to which you want to link. 2. Select the Thought or Thoughts you want to link using Ctrl-click. All of the current parents will be unlinked automatically. then click the link command of your choice in the context menu. Instead. 3. (The mouse button should still be held down while you press Esc. Right-click the Selection box.) Changing Relationships Using Drag and Drop Say that you decide that your “Marketing” Thought shouldn’t really be a child of your “My Clients” Thought.

Editing Thoughts and Links Figure 90. Changing Relationships PersonalBrain User Guide 86 .

then click OK. The color selection dialog box will be displayed: PersonalBrain User Guide 87 . Click the Look & Feel icon at the top of the box. Open the Preferences dialog box by selecting Preferences on the Options menu or the Plex context menu. 2. You can also turn on and off the display of backgrounds behind Thought names. To change the colors of shadows and backgrounds: 1. Figure 91. Check or uncheck boxes next to Text shadows and Backgrounds as appropriate. Click the Colors icon at the top of the box. background). Click either the item you want to change (Thoughts. The colors of both shadows and backgrounds can be customized as described below.Thought and Link Properties Thought and Link Properties Changing the Appearance of a Thought Thought Drop Shadows and Backgrounds You can add drop shadows globally to all Thought names so they can be seen more prominently. Text Shadows (Before and After) To toggle the display of shadows and backgrounds: 1. text shadow or Thoughts. Open the Preferences dialog box by selecting Preferences on the Options menu or the Plex context menu. 3. 2. 3.

Click the OK button in the Preferences dialog box. You can also change the size of all Thoughts by dragging the resizing circle that appears behind the active Thought. 5.Thought and Link Properties Figure 92. then click the OK button. Click the color of your choice. PersonalBrain User Guide 88 . Colors Section of Preferences Dialog Box 4. sliding it down (towards you) makes all Thoughts smaller. Sliding the wheel up (away from you) while hovering the mouse over the active Thought makes all Thoughts larger. Changing the Size of Thought Text You can change the size of your Thoughts by using the mouse wheel.

Activate the Thought and click the Thought tool. The Select Thought Color dialog box will be displayed. 2. Either click an existing color in the palette. To assign a color to a Thought: 1. Click the Select Thought Color button. Changing Size of Thought Text Changing a Thought’s Text Color You can assign a specific color to a Thought so that it stands out visually. PersonalBrain User Guide 89 . Or. Figure 94. Select Thought Color for Active Thought 3. then click the Set Color command. right-click the Thought you want to change and select Open Thought Window on the context menu. or click the Custom button.Thought and Link Properties Figure 93.

then the slider adjusts the level of red ranging from 0 to 255. The long vertical slider becomes a control for whatever you have selected. as described below.Thought and Link Properties Figure 95. For example. Selecting a Color 4. After you click any color in the large circle. you can click in a blue area. drag the slider up or down to make the color more or less intense. Method Click in the circle Use the slider Notes Click on any color in the large circle. PersonalBrain User Guide 90 . The controls let you adjust the colors while locking a specific dimension. The squares and circles in the Choose a Color dialog box help you visualize the interplay with the colors so you can make adjustments at a glance without needing to manipulate individual sliders. then adjust the vertical slider. if you have red selected. to quickly adjust the amount of blue. to select a color. Use any of the controls or combination of controls. Or.

based on the values. and click within the square it will change the color.) This also locks or selects that color. or click the radio button to lock in the shade. Using the Brightness spinner arrows moves the small selection circle within the large color square up or down. or click the radio button to lock in the shade. you can type it in the corresponding field.Thought and Link Properties Method Use the radio buttons and spinner arrows Notes Selecting a radio button not only changes the large circle to a square (or changes the square back to a circle depending on the option. 360 is equivalent to 0 for the Hue control. Bri: Red: Green: Adjust the amount of green in the current color. Adjust the amount of red in the current color. close it when you are through making changes. It's locked down at whatever setting you selected for red. If you used the right-click method to open the properties window. Blue: Enter a hex value Adjust the amount of blue in the current color. Click the OK button to activate your choice. 6. For example. PersonalBrain User Guide 91 . or click the radio button to lock in the shade. The Bri radio button is selected by default each time the Choose a Color dialog box is accessed. but it will not change the level of red in the color. 5. based on the values. Hue: Sat: Using the Hue spinner arrows moves the slider indicator up or down. if you select the radio button next to red. based on the values. Viewing a Thought’s Details  To access the active Thought’s details. If you know the hex value for the shade of your choice. then click the Details command. either click the Details command on the Thought menu or right-click the Thought. Using the Saturation spinner arrows moves the small selection circle within the large color square left or right.

the label text will appear in a box below the Thought. Activate the Thought and click the Thought tool or right-click the Thought you want to change and select Open Thought Window on the context menu. When you point at the Thought. improving the accuracy of your searches and filters. These values may be used for future integrations when publishing content or interfacing with PersonalBrain through an application program interface (API) or an XML file. the total size of the Thought’s attachments. When a Thought’s attachments are modified. Adding a Label to a Thought Labels are hints that appear below Thoughts when the mouse cursor is placed over them. Type the text for the label in the Label field. the modification date of the Thoughts is also automatically updated. and GUID (the folder containing the Thought) identification. internal identification number. date and time of original creation.Thought and Link Properties Figure 96. PersonalBrain User Guide 92 . 2. A Thought label To add a label to a Thought: 1. Figure 97. Details of a Thought Details include the date and time of the most recent modification to the Thought.

a photo. You can use these pictures to create Thought icons or icons for Thought Types. You can use this feature to add instant previews of documents and Web pages you have added to a Thought. Make sure the screen item you want to capture is visible. the source can be anything―a company logo. To capture an area of the screen as a Thought icon: 1. Right-click the Thought (or click the Thought menu). or part of an Excel worksheet or PDF file. PersonalBrain User Guide 93 . Your Brain will be hidden temporarily and red cross hairs will appear on the screen. or save them as attachments. then click the Capture Thought Icon command (or press Ctrl+Shift+I).Thought and Link Properties Figure 98. While the captured item will become a picture. If you used the right-click method to open the Thought window. then activate the Thought that will receive the new icon. When you point to the icon next to the Thought. Figure 99. Attaching Images to Thoughts You can attach pictures to your Thoughts to provide a visual boost to your Brain. 2. close it when you are through making changes. the picture zooms to a larger size automatically. Label Field in Thought Tab 3. A Thought Icon PersonalBrain has its own built-in camera for taking instant pictures of anything on the screen.

To capture an area of the screen and copy it to the clipboard: 1. Figure 100. For example. Copy the image you want to use into the clipboard. Capturing an Image to the Clipboard 2. the area that was selected will appear as the Thought’s icon.” To add an existing image icon to a Thought: 1. press the Tab key to toggle its visibility. or used as icons. Tips:   To capture from the PersonalBrain window itself. type the letter “A. Figure 101. Drag a rectangle around the area to be captured by dragging the mouse in a diagonal line from one corner of the rectangle to the opposite corner. Images in the clipboard can be pasted as attachments. then click the Copy command on the context menu. then releasing the mouse button. If the image PersonalBrain User Guide 94 .Thought and Link Properties 3. then releasing the mouse button. Capturing an Image as a Thought Icon When the mouse button is released. open the page in your browser. Drag a rectangle around the area to be captured by dragging the mouse in a diagonal line from one corner of the rectangle to the opposite corner. Click the Edit menu. To capture the entire workspace. if the image is on a Web page. then click the Capture Image to Clipboard command. pasted into Notes or the Plex. right-click the picture.

2. When you point to the image. Removing a Thought Icon 3. Right-click the Thought. the picture zooms to a larger size automatically. Click the icon (to the left of the Thought name). Paste Thought Icon Command To change a Thought’s icon.Thought and Link Properties isn’t on a Web page. repeat the steps above. Figure 103. Images that you have attached to Thoughts are automatically loaded as thumbnails.jpg. PersonalBrain User Guide 95 .gif. Activate the Thought that has the icon to be removed. png. The icon will be replaced. 2. and . then click the Delete Icon command. To delete a Thought’s icon: 1. right-click it from within any document. Click the Thought tab. Figure 102. Supported file formats for images include . then click the Copy command on the context menu. then click the Paste Thought Icon command on the context menu.

“This is a Thought Type” is displayed just below the Thought tab when a Thought Type is active. Three “Person” Type Thoughts Once a type has been applied to a set of Thoughts. such as color and an icon. Alternately. click the button next to Type button. similar to tag Thoughts. Activate the Thought you want to be the first instance of the new type. that Thought is said to be an “instance” of the type. you can right-click the Thought.Thought and Link Properties Thoughts Types If you have several Thoughts with which you want to share common attributes. if you have a Thought named “Jane” of the “Person” type. Type Thoughts are displayed in the Plex with all Thoughts that are associated to them as their children. For example. then click the New Type command. This is one use of Thought types. Creating a Thought Type To create a Thought type: 1. Enter the name of the type you want to create. the Jane Thought is said to be an instance of the Person type. click the Thought Type command. then click the OK button. you may want to create a “person” type for all Thoughts that represent people in your Brain. When a type has been assigned to a Thought. For example. Visible Thought Types Thought Types are visible as special Thoughts. Type Thoughts have a dotted outline to distinguish them from other Thoughts. This type might have a label— “Person”—and a specific color and icon so that all people in your Brain stand out and can be easily recognized. 4. it can also be used to filter searches in your Brain and to create reports of all Thoughts of that type. In addition. Click the Thought tool. you may want to create a Thought type so that these attributes can be easily applied to many Thoughts. then click the New Type command. The new type will appear as a Thought in the Plex. Figure 104. 3. 2. PersonalBrain User Guide 96 .

making the Type Thought a parent of the Thought to receive the new Type. Drag down from the Type Thought’s child gate and continue creating the Thought as usual. just as you would for any other Thought.. PersonalBrain User Guide 97 . Type the Type’s name in the instant activation field or click the Activate button in the Thought tool when the active Thought is associated with the Type you want to activate.. then click the Delete command. Right-click the link from the Thought to the Type Thought. To do this . click the Thought Type command. Set a Thought’s Type Remove a Type from a Thought Create new Thoughts linked to the active Type Thought Create a Super Type Drag up from the parent gate of a Type Thought. click the Thought menu or right-click the Thought. Activate a Type Do this .. An Active Type Thought (“Dinner Places”) Type Thoughts can be edited by activating them and using the Thought tool. right-click the Thought. or drag from the Thought’s parent gate to the Type Thought. Or.. then click the Unlink command. Set the Type by using the Thought menu or context menu as in prior versions of PersonalBrain. then continue creating the Super Type as usual. then click the Untyped command. Delete a Type Activate the Type Thought in the Plex.Thought and Link Properties Figure 105.

. Thought Types Window To manage Types using the Thought Types window: 1.Thought and Link Properties To do this . right-click on the Plex background. These Thoughts will remain visible in the Plex after you close the Thought Types window. type the name of the new Thought Type. click Arrange Thoughts by. Copy and paste Type Thoughts from one Brain to another the same way you copy and paste other Thoughts... then click the Thought Types Window command. then click Type.. Tip: To arrange your display by Thought types. Click any Type to display all Thoughts associated to that Type in the Plex. then click the OK button to confirm the deletion 2. You can create Types without assigning them to a Thought. click the Add New button. PersonalBrain User Guide 98 . Reuse a Type in another Brain Do this .   To add a new Type. Managing Thought Types The Thought Types window provides a centralized place to see and manage Thought Types. then click the OK button To delete a Thought Type. Figure 106. click the Delete button. click the Type to select it. Click the Options menu.

then release the mouse button. Crosshairs will appear on the screen. then click the Type of your choice. Create Child Dialog Box 2. the picture will appear on that Thought (only) instead of the smiley face. 3. a label assigned to a specific Thought would override the label of any Thought type assigned to that Thought. Activate a Thought that has a type for which you want to capture a picture. Click the Type button and select the Edit Type command. But. 2. The area you selected will instantly be added as the Thought type’s icon.” you can assign an icon of a smiley face to the Person type and it will appear next the Jane Thought and all other instances of the Person type. then return to PersonalBrain and open the Thought tool. If you make a mistake. Assigning a Type During Thought Creation 1. press the Esc key start over. Activate the parent Thought. Click the Type button. Click the Icon button to the left. 3. 4. Navigate to where the picture is so that it is ready to be captured. Type names for one or more new Thoughts as usual. if you have a Thought named “Jane” of the type “Person. PersonalBrain User Guide 99 . For example. Capturing Pictures for a Thought Type 1. The Create Child dialog will open. Figure 107. then select Capture Thought Icon. Click the green button showing a check mark to save the new Thought(s) and close the dialog box as usual. drag down from the child gate.Thought and Link Properties Attributes that are assigned to a Thought type are inherited by all instances of the Type but will be overridden if there are attributes assigned directly to the Thought itself. if you then assign a picture of Jane as the icon for that Thought. Likewise. Click on the two opposite corners of the area of the screen you want to use.

Making Thoughts Private Thoughts may be marked “Private. click the “Allow” command when you are prompted to do so after first running PersonalBrain.” Private Thoughts will appear in a different color (based on the Preference settings for Thought colors). When you export your Brain. Just like a Thought can have a type. For this feature to work. Super types can be used when there is a category of Thoughts which is subset of a larger category. For example. please see the Tags section beginning on page 159. Super types are set on the dialog box for the type in the same way a type is set in a Thought’s Thought tab. Figure 108. allow PersonalBrain to communicate over the network if your firewall currently blocks this communication. then select the Private check box in the Thought tab to mark the Thought as private. For the Windows Firewall.” If there are multiple attributes you would like to add to your Thoughts.Thought and Link Properties Super Types PersonalBrain supports multiple levels of types for advanced modeling. A Private Thought Thought URLs Each Thought in PersonalBrain has been assigned a unique URL. For Windows only: Thought URLs can be added as hyperlinks so that when the link is activated PersonalBrain will go to the referenced Thought. Activate the Thought. then click the Copy Thought URL command. the Thought type “Person” could be the super type of the type “Executive. each type may in turn have a super type. The attributes assigned to a super type are inherited by its sub types and instances. you can create Thought tags. PersonalBrain User Guide 100 . For information about creating and using tags. To copy a Thought URL:  Right-click the Thought (or click the Edit menu). A URL can be used to create links to Thoughts in the same Brain or in other Brains. you have an opportunity to include or exclude private Thoughts. Thought URLs can also be added as attachments to Thoughts and can also be used in Notes.

Thought and Link Properties

Figure 109. Copying a Thought URL

To paste a copied Thought URL so it will be another Thought’s attachment: 1. Activate the Thought to which it should be copied (which may be in the original Brain or any active Brain), then right-click the Thought (or click the Edit menu). 2. Click the Paste Web Link command. The URL will be added to the Thought as an attachment.

Figure 110. Pasting a Thought URL

To paste a Thought URL after it has been copied so that it becomes a hyperlink in a Note: 1. Select the text that will be the link, then click the Insert menu. 2. Click the Insert Hyperlink command.

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Thought and Link Properties

Figure 111. Inserting a Hyperlink in a Note

3. Press the Ctrl-V combination key to paste the copied URL into the Address field where the cursor is blinking, then click the OK button.

Figure 112. Pasting the Thought URL as a Hyperlink

To use the link in the Note, hold down the Ctrl key while clicking the text that has been associated with the URL.

Changing the Appearance of a Link
Links are created automatically when you create Thoughts. You can control the way they appear in order to clarify relationships or just to create a more pleasing view of your Brain, based on your personal preference. You can also manipulate links in order to add or change relationships between your Thoughts. To change the appearance of a link: 1. Click the link whose properties you want to change.

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Thought and Link Properties

2. Click Link Properties on the context menu. The properties for the link will be displayed:

Figure 113. Options for Changing Link Properties

 

To display a label for the link, type the text in the Label field. To change the link’s color, click the color icon, click the color of your choice or click the Custom button, choose a color, then click the OK button. For information about using the Choose a Color dialog box, see “Changing a Thought’s Text Color” on page 89. To change the width of the line used for the link, select from the dropdown list for Thickness.

3. Close the dialog box when you are through making changes. You might want to thicken links to illustrate the strength of particular relationships between Thoughts.

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Link Types
Link types are used to assign commonly-used relationships between Thoughts that share a label, color, and thickness so they can be easily recognized. Link properties and types will be retained even if the two linked Thoughts change their relationship but remain linked (for example, if a child Thought becomes a jump Thought of the original Thought).

In addition to setting their color, you can add labels to link types and you can change the thickness of the link to call special attention to relationships. 1. Click the link for which you want to create a type, then click the Link Properties command on the context menu.

Figure 114. Link Properties Command on Link Context Menu

2. Click the New… button in the dialog box and enter the name for the link type you want to create. 3. Whatever is typed in the Label field will automatically display when you point to the link in the Plex. Changing the Label text will also automatically change the name of the link type.

Figure 115. Link Properties Dialog Box

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then make the edits To delete a link type:  Click the link that is attached to the type you want to delete. Click the color icon button if you want to change the color of the link type. To change the appearance of a link type:  Click the link that is attached to the type you want to revise. 6. To change the thickness of the link. The new link type you created will now appear in the Link Type submenu whenever a link is clicked. click the drop-down list button for the Thickness field. click the Link Properties command on the context menu. click the Delete… button. then click Yes to confirm the deletion PersonalBrain User Guide 105 . click the Link Properties command on the context menu. Close the dialog box when you are done.Thought and Link Properties 4. then click the thickness of your choice. 5.

then click the Open command on the context menu To rename an attachment: 1. it will be opened immediately. The Thought folder is also used to store Thought icons and images inserted into Thought Notes. or Click the attachment. Opening and Renaming Attachments There are many ways to open an attachment.” any Thought attachments will be stored within a folder named “Market Research_brain\Files. Click the Thought tab. Web pages. Attachments are displayed in the Thought tool. a list will be displayed for you to use to choose which attachment you want to open. Web Pages. Activate the Thought that contains the attachment to be renamed. PersonalBrain User Guide 106 . You can view the attachment list for non-active Thoughts by right clicking on them and then clicking Open Thought Window on the context menu. and folders to your Brain. Web Pages. if you’ve named a Brain “Market Research. Use any of these methods to open an attachment from the attachment list:    Double-click the attachment. To open an attachment directly from the Plex:  Click on the icon next to the Thought with which the attachment is associated. 2. If there is only one attachment. For example. but it doesn’t have to—attachments can be renamed easily. then click the Open the selected attachments button on the toolbar located above the attachment list.” The Files folder contains subfolders for each Thought with attachments that organize content stored in your Brain.brain file and _brain folder. All of the information in your Brain is contained in the . Internal attachments are stored in the “Files” subfolder of that folder. or Right-click the attachment. but in general. There are many ways to do this as covered in this section. If there are multiple attachments. and Folders Adding Files. An attachment may have the same name as its Thought. and Folders You can add any number of files. the simplest way to integrate all of these items is to simply drag and drop them into the Plex.Adding Files.

then click the Rename command in the context menu. pause. Web Pages. The location of URL attachments may also be edited using the steps above except that you should click on the attachment’s location instead of its name. Tip: You can also rename a selected attachment by pressing the F2 key and then making your changes. Safari.  Your File Manager:  The desktop and file Explorer can be used as a source for drag and drop operations. Adding Attachments Using Drag and Drop You can use standard “drag and drop” techniques to add attachments to a Thought or to create new Thoughts by dragging and dropping from:  Your Web Browser: For Windows. contacts. The desktop and Finder can be used as a source for drag and drop operations. and Camino are supported. Firefox. Other applications that support drag and drop of files will also work.     Microsoft Outlook: If you use Outlook for email. Firefox and Internet Explorer are both supported. and Folders 3. For Mac OS X. Drag and Drop “Drag and drop” techniques can be used to add information into your Brain from other programs as well as move information from your Brain into other programs. and then click it a second time to indicate that you want to rename it or right-click the attachment in the list. Other browsers that support drag and drop of URLs will also work.Adding Files. PersonalBrain User Guide 107 . you can drag and drop many types of information into PersonalBrain and a link to the original item will be created. or other data. Click the attachment’s name so it is selected.

Web Pages. The Thoughts will be linked to the active Thought. PersonalBrain User Guide 108 .  Drop items on any Thought visible in the Plex to attach them to that Thought: The dropped items will be attached to the Thought on which it was dropped. you may drop it in different locations to accomplish different results.  Drop items on the attachment list: The dropped item will be added to the list. and Folders When you drop an item in PersonalBrain. Note that items can be dropped both on the attachment list of the active Thought as well as any other attachment lists you may have opened via the right-click context menu. For example:  Drop items on an empty area in the Plex to create new Thoughts: New child Thoughts will be created and named based on the items that were dropped.Adding Files.

the revisions will not be reflected in the original source file and if the original source file is moved or deleted. Moving or copying files into your Brain makes it easy back up all the information in your Brain easily and also makes it easier to share this information since it is all in one place. The original version stays in its original location and the attachment is not moved or copied. Web Pages.Adding Files. Move attachment: Holding down the Ctrl and Shift keys as you drop an item into your Brain will move that item into your Brain. Web pages are always attached as links. If you make revisions in the attachment in your Brain. you are opening the originally dragged item. either save it as a file or copy and paste its content into a Thought’s Notes. not only can you create links to them.   Only files can be copied or moved. PersonalBrain User Guide 109 . and Folders When adding attachments. inside of your Brain. Copy attachment: Holding down the Ctrl key as you drop the item into your Brain makes a copy of that item and stores it internally. If the original item is moved or deleted. Dragging New Attachments Copying and Moving to Other Locations with Drag and Drop You can also use drag and drop on items in the attachments list to move or copy them to locations outside of your Brain. If you want to copy the content of a Web page into your Brain. it will no longer be accessible from your Brain. Whenever you open a linked item. Figure 116. but you can choose to move or copy some items into your Brain.  Link attachment: Drag and drop defaults to creating a link to the item. removing it from its original location. it will not affect the copy that is in your Brain.  Move the attachment: Dragging the item out of your Brain removes it from the brain and places it in the destination to which you drag.

Tip: You can also drag and drop attachments from your Brain onto other programs that support drag and drop so that the other application will open the file.Adding Files. select “Move dropped files” instead of “Link to dropped files” for the On drag and drop of files to PersonalBrain setting. right-click the file’s icon). This will move the file into your Brain instead of only creating a shortcut to it. then click the Move File into Brain command. 3. Copy and Paste You can use standard copy and paste techniques to add items to the attachment list in the Thought tab. You can also use the Thought menu to paste into the active Thought or you can right-click on any Thought and paste into it via the context menu. Drag and drop can also be used to move and copy attachments between Thoughts—drag from the attachment list to the Plex or to another attachment list.” Tip: You can change the default for what happens when you drag and drop files into your Brain. PersonalBrain User Guide 110 . In the UI section of the Preferences dialog box. then click the Paste Files/Folders command on the context menu. Right-click below any attachments in the list. if you want to add a file from your desktop. You can also click the Paste button in the toolbar at the top of the attachment list. drag the file out of the Thought tab and drop it into the location of your choice. 2. For example. Web Pages. and Folders  Copy the attachment: Holding down the Ctrl key as you drag the item from your Brain places a copy in the destination and retains the original attachment in your Brain. Activate the Thought in which you want to add the attachment and click the Thought tab. Moving a File into a Brain After It Is Attached as a Shortcut to a Thought  Right-click the filename in the Thought tab. The small arrow in the icon to the left of the Thought name will disappear once the file is moved into the Brain and the location will appear as “Internal. you can drag and drop a Web page from the attachment list to a browser window to have the browser open that page. Moving a File Out of PersonalBrain  To move a file out of PersonalBrain. 1. Copy the attachment in the application of your choice (for example.

Click the Add Attachment button. Capturing a Picture for an Attachment 1. Cross-hairs will appear on the screen. then return to PersonalBrain. Right-click the attachment in the list. Activate the Thought containing the attachment you want to copy and click the Thought tab.Adding Files. Navigate to where the picture is so that it is ready to be captured. PersonalBrain User Guide 111 . 2. Right-click the Thought to receive the copied attachment. 3. Web Pages. instead of using the context menus. Clicking below the list in an empty area will show fewer commands because those that are applicable to a specific attachment will not be displayed. then select Capture Image. then click the Paste Attachments command on the context menu. 1. Copying an Attachment from One Thought to Another You can easily copy attachments between Thoughts using context menus. 2. and Folders Figure 117. Attachments Context Menu Tip: The context menu displays a different set of commands based on where you click. you can Ctrl-drag an attachment from the list to any Thought in the Plex to copy the attachment from one Thought to another. Open the Thought tool for the Thought you want to add the picture to. then click the Copy command on the context menu. Tip: If you prefer.

click the Save as command. and Folders 3. Click on the two opposite corners of the area of the screen you want to use. you would click the File menu. Right-click an attachment to display all available commands. Web Pages. press the Esc key start over. then enter the name of the new file to create.Adding Files. Figure 118. The area you selected will instantly be added as an attachment. For example. if you have opened a Word file that is an internal attachment to a Thought. Attachment List Context Menus The attachment list in the Thought tab makes it easy to view and change information quickly. The new file will automatically appear in the Thought’s attachment list. Using the Save As Command You can use any application’s “Save as” command to create a new file inside your Brain. If you make a mistake. Attachments Shortcut Menu PersonalBrain User Guide 112 .

PersonalBrain User Guide 113 . When you right-click an attachment that is a Web address and select the Email URL command. the attachment will be removed from its current location when it is pasted elsewhere in your Brain Paste Files/Folders: Paste a file or folder you have previously copied (this command is only visible if there is a file or folder in the clipboard) Delete: Delete the selected attachment (you will be prompted to confirm the deletion) Rename: Change the name of the selected attachment       Email Attachment Using Outlook: Open Outlook (unless it is already open).   URL Attachment Context Menu An attachment that is a Web address has a slightly different context menu. you will be prompted to specify the destination folder Copy: Copy the selected attachment to the clipboard Cut: Place the selected attachment into the clipboard. Copy to Templates: Create a template that you can use to create new attachments based on the selected attachment Move File out of/into Brain: Switch this attachment between internal and external storage.Adding Files. if you are moving the file out of your Brain. Web Pages. start a new message. and automatically add the selected attachment as an attachment of the new message Add Attachment: Create a new attachment Open Thought Folder: Open the folder where attachments for the Thought are stored. a new message will be started in Outlook and the address will be inserted into the message text area. and Folders File Attachment Context Menu The file attachment context menu includes the following commands:      Open: Open the selected attachment in its default application Open with …: Open the selected attachment in an application that you will specify Select Related Thoughts: All Thoughts that have content mentioned in the attachment will appear in the Selection box.

To do so. Figure 120. then click the option of your choice. Web Pages. type. if you have a Thought for a PersonalBrain User Guide 114 . The current sort order is indicated by the small arrow displayed next to the item on which the list can be sorted. and Folders Figure 119. click the down-arrow to the right of the current sort option. or location.Adding Files. For example. size. date. Sorting Attachments Working with Multiple Attachments You can add multiple attachments to Thoughts and you can have many types of attachments for a single Thought. URL Shortcut Menu Attachment List Settings You can sort the list of attachments by their name.

you might attach their bog as a Web page. then click the Add Attachment command. the Thought shown below has two attachments: Figure 121. then click the Attachment command. When there is more than one attachment.Adding Files. For example. their resume in a file. Click the Thought tab. Number of Attachments Indicator To add a new attachment: 1. Right-click the Thought. then click the Add Attachment subcommand. 2. the number of attachments is displayed on the Thought icon. Activate the Thought to which you want to add an attachment. Use any of these four methods to begin adding an attachment:     Click the Thought menu. Drag and drop an item into the attachment list. then click the Add Attachment button or double-click in an empty area of the attachment list. and Folders person. and their contact information as an Outlook link—all in the same Thought. Web Pages. PersonalBrain User Guide 115 .

and Folders Figure 122. Adding Additional Attachments PersonalBrain User Guide 116 .Adding Files. Web Pages.

type or paste in the Internet address. Add Attachment Dialog Box  To create a new file.     Creating Virtual Thoughts by Dragging and Dropping Folders Virtual Thoughts are used to represent folders that connect to your Brain but are not stored inside your Brain. click the Link to URL button. To select an existing file. PersonalBrain User Guide 117 . navigate to the folder of your choice. click the Link to Folder button. then click the Open button. then click the OK button. then click the OK button. They are created automatically when you drag a folder into the Plex. navigate to the file of your choice.Adding Files. To select an existing folder. To select a Web address. the following dialog box will be displayed: Figure 123. New file types will appear on this list automatically when you install new software on your computer. You can add files to use as templates by clicking the Templates… button. and Folders If you selected the Add Attachment command. click the type of file you wish to create from the list. click the Link to File button. Web Pages.

A Virtual Thought Represented by a Folder When you open and save files that are in virtual Thoughts. delete. and Folders Files within virtual Thoughts do not appear in the Plex as child Thoughts. You can add zoomable Thought icons just like for regular Thoughts. they appear in the Thought tab. the folders will appear in the Plex as child Thoughts.Adding Files. You can create. Web Pages. Figure 124. In addition to allowing you to navigate through the folders. PersonalBrain User Guide 118 . You can create Thoughts from virtual Thoughts and link Virtual Thoughts to other Thoughts. Any changes you make to the contents of the folder that a virtual Thought represents are reflected automatically in PersonalBrain. If a virtual Thought contains folders. they remain in their original locations and are not converted into internal files. rename. copy and move files within virtual Thought folders just as you would with regular Thoughts. Virtual Thoughts also have the following capabilities:     You can enter Notes (including images) for virtual Thoughts.

and Folders Figure 125. To remove a virtual Thought from your Brain:   Click the link of the virtual Thought Click the Unlink command Figure 126. you may prepare correspondence using a common letterhead. Files Inside of a Virtual Thought Folder “Show virtual Thoughts for folders” must be selected in the UI section of the Preferences dialog box in order for the files to show. For example. Deleting a Virtual Thought Adding a Template File to Your Brain There may be types of files that you create frequently that share a common look and feel. You can designate template files that will be at your fingertips whenever you create attachments.Adding Files. PersonalBrain User Guide 119 . Web Pages.

Figure 127. 2. Click the Templates button. Tip: If you edit one of the files in your templates folder.Adding Files. Click the Yes button to confirm that you want to open the templates folder. 4. then close the window. 5. the file you added will be available in the list of attachments. PersonalBrain User Guide 120 . save it under a new name in order to preserve your original template. Adding a New Template 3. Click the Add Attachment button in the Thought tab. you can drag it from there. Click the Yes button to confirm that you want to open the templates folder. If your file is on the desktop. otherwise. Web Pages. The next time you open the Add Attachment dialog box. use your file manager to navigate to the file of your choice. and Folders To create a template file: 1. Drag the file of your choice into the window.

Outline view will be active. Expanded view: For displaying a limitless number of generations at once. then click the view of your choice. There are three ways to change to a different view—use the Switch View button.Advanced Navigation and Alternate Views Advanced Navigation and Alternate Views Changing How You View Your Thoughts There are three views for displaying your Thoughts:  Normal view: For focusing on the active Thought and displaying information pertaining to it parent Thoughts above. Clicking the button restores the view to the previous number of generations. if you select Outline view and then close PersonalBrain. In Normal view. primarily hierarchical view of your Thoughts. Viewing or Hiding Distant Thoughts in Normal View   Outline view: For a more expanded. PersonalBrain User Guide 121 . PersonalBrain automatically remembers the last view you used and selects it by default. and jump Thoughts to the left. you can expand the generations of Thoughts you see by clicking the Expand All button. For example. or use the context menu. To use the Switch View button to change the view:  Click the Switch View button at the top of the screen (just below the menu bar). the next time you open it. use the View menu. child Thoughts below. Figure 128.

To use the context menu to change the view:  Right-click in the Plex. Switch Views Button To use the View menu or context menu to change the view:  Click the View menu or right-click in the Plex background.Advanced Navigation and Alternate Views Figure 129. then click the view of your choice. Figure 130. click the View command. click the View command. then click the view of your choice. use Outline view when you want to see a more traditional structure. PersonalBrain User Guide 122 . Menus for Switching Views Tip: One way of quickly identifying the current view is to note which view has the check mark. and to use Expanded view for viewing and analyzing Thoughts. A rule of thumb for when you might use each view is to use Normal view when you’re creating Thoughts and navigating the Plex.

organized way of looking at your Thoughts.Advanced Navigation and Alternate Views Using Outline View Figure 131. The Expand All and Collapse All commands on the View menu and the PersonalBrain button bar let you show and hide entire levels of the display at once. just like children but in reverse. The level of detail can go as deep as you want while maintaining an ordered view. PersonalBrain User Guide 123 . Outline view provides unlimited expansion in a parent-ward direction. and so on. great-grandparents. easily understood overview of the active area of your Thought network. Outline view enables a fast. The expand all and collapse all controls affect both children and parents. Parents can be expanded to show grandparents. Plex in Outline View Providing a clean.

Not only can you expand your view in every direction at once. In addition. This gives you everything from fine-grained control to the power of seeing large amounts of information in just a few clicks. For example. This view also differs from normal outlines in that network relationships are represented by additional links that appear between Thoughts. Figure 133. this will be shown by a line connecting the two. Expanding or Collapsing from the View Menu You can expand or collapse Thoughts one level at a time or on a case-by-case basis by clicking the Collapse or Expand buttons that appear when you point at a Thought. however. jump Thoughts are also displayed. in this view. When hovering the mouse pointer over these lines the related Thoughts are highlighted. Using the Expanded view gives you ultimate flexibility and control over which Thoughts are displayed and how they are arranged.Advanced Navigation and Alternate Views Figure 132. but you can even choose to expand or collapse some Thoughts while PersonalBrain User Guide 124 . parent Thoughts appear to the upper-left and child Thoughts appear to the lower-right of the active Thought. In contrast to a standard outline. Collapse or Expand a Thought Much like a conventional outline. if a Thought is both the child of the active Thought as well as a child of one of the active Thought’s parents. Using Expanded Thoughts View Using the Expanded Thoughts view along with the Expand All command lets you see all generations of your Thoughts. each child’s children appear indented below them when they are expanded. They appear to the lower-left of the active Thought.

Jane’s Brain in Normal View PersonalBrain User Guide 125 . You can also save expanded views for easy access later.Advanced Navigation and Alternate Views leaving others as they are. Figure 134.

When you switch to Expanded Thoughts view. 5 Generations of Thoughts A border around a Thought indicates that all of its generations are currently showing.Advanced Navigation and Alternate Views Figure 135. additional generations do not initially display. You can also use the Expand All and Collapse All commands on the Options menu or the context menu. Jane’s Brain in Expanded View after Expanding All Figure 136. Click the Expand All and Collapse All buttons on the toolbar to show and hide distant Thoughts. PersonalBrain User Guide 126 .

Advanced Navigation and Alternate Views Expanding All Thoughts by One Generation When your Brain is in Expanded view you can expand all visible Thoughts by one generation by clicking the Expand All button. Figure 138. To return to how the Plex looked the last time it was in Expanded view. reactivating whatever Thought was active at that time. click the New Expanded command (on the View menu or context menu. Collapse All Button PersonalBrain User Guide 127 . Expand All Button Maintaining the Active Thought While Expanding the View  To maintains the current active Thought and other linked Thoughts and switch the Plex to Expanded view. Only the active Thought will remain in the Plex.  Collapsing All Thoughts When your Brain is in Expanded view you can collapse all Thoughts by clicking the Collapse All button. Figure 137. Each time you click this button. another generation of all Thoughts will appear in the Plex. click the Last Expanded command (on the View menu or context menu.

clicking the Collapse All button hides one generation of Thoughts (the youngest). the network of Thoughts may be too large to display all Thoughts onscreen at once. Pointing at the collapse control displays a line crossing out each Thought that will be hidden. Appearance of Expanded Thoughts Panning and Scaling the Expanded View When in Expanded view. or right to position the PersonalBrain User Guide 128 . Figure 139. Visual cues appear when the mouse is over a Thought’s collapse or expand control. left.Advanced Navigation and Alternate Views When your Brain is in Normal view. Expanding and Collapsing Individual Thoughts When your Brain is in Expanded view you can expand or collapse one or more Thoughts by using controls that appear when you point at a Thought with the mouse. Thoughts that are surrounded by a dotted-line border have already been fully expanded. To move all of the Thoughts onscreen at once. Expand and Collapse Thought Controls The Thought will remain as you left it (expanded. Thoughts may be displayed anywhere within the Plex window. You can expand an individual Thought up to two generations using these controls. Pointing at the expand control displays a rounded rectangle around each Thought that will be expanded. You can drag up. or however it was previously) even when you point at a different Thought and expand or collapse it. use your mouse to drag any blank area of the Plex window. down. collapsed. Figure 140.

Tip: When you use Expanded view. When the Anchor control is empty. Double-click within the Plex to maximize it. To see more of the view at once. Before you drag a Thought. Adjusting the Distance Between Thoughts When your Brain is in Expanded view you can change the distance between Thoughts by holding down the Ctrl key as you move the mouse wheel up or down. After you drag a Thought.   Ctrl-wheel up to increase the distance between Thoughts Ctrl-wheel down to decrease the distance between Thoughts You can also adjust the spacing between Thoughts and the size of Thought text independently. you change the view. you may find it more convenient to switch the Plex to full screen. Just spin the mouse wheel over an empty area of the Plex to adjust spacing and spin the mouse wheel over the active Thought to adjust text size. Double-click a second time to restore the Tools tabs. When the control is filled. Thoughts that have been dragged will be anchored to their assigned location unless you move them again. the circle in its Anchor control will be empty. You can click the Anchor control to toggle its state. PersonalBrain User Guide 129 . Dragging Thoughts to Different Locations in the Plex When your Brain is in Expanded view you can adjust the layout of Thoughts by dragging them to a new location in the Plex. Dragging a Thought will automatically pull along connected Thoughts and push other Thoughts out of the way as you drag. Your Brain will retain its current structure as you reposition it within the Plex. or unanchor them using the Anchor control described below.Advanced Navigation and Alternate Views Thoughts in the Plex as you want to see them. the circle in its Anchor control will be filled. the Thought will automatically be repositioned based on the location of the connected Thoughts. the Thought will not move unless you move it yourself. you can resize Thoughts using the mouse wheel or by dragging the resizing circle behind the active Thought.

Saved expanded views are also included in BrainZips. A Thought Dragged and Anchored Saving Expanded Views You can save and recall customized Thought layouts just how you left them.Advanced Navigation and Alternate Views Figure 141. PersonalBrain User Guide 130 . The Anchor Control Figure 142.

2. To save the View under a new name: 1. Click the Manage Saved Views command PersonalBrain User Guide 131 .Advanced Navigation and Alternate Views Figure 143. 4. type in a new name. Click the Save Expanded View As command. Click the View menu. To rename a saved view: 1. Open the Load Expanded View submenu and click the view of your choice. Click the View menu. It’s a good practice to delete views you believe you’ll never want to access again. Click the View menu. you’ll be able to give it a different name or delete it. Type a name for the view and then click OK. then click OK. 2. Click the View menu. 2. 2. Options for Saving and Managing Expanded Views To save an expanded view: 1. To load an expanded view: 1. including activating the Thought you want to be active when you display the view. 3. Click the Save Expanded View command. Expand the view and arrange the Thoughts as you prefer. Managing Saved Views After you’ve saved an expanded view.

Click the Close button. parents. To delete a saved view: 1. make any revisions to the name. PersonalBrain User Guide 132 . The size of the scroll box automatically adjusts to give you an approximate idea of how much content there is off-screen—a smaller scroll box means there is more off-screen data. 4. 2. Click the view to be deleted. jumps or siblings) Adjusts the spacing between Thoughts Scrolls through the entire display Expanded view Outline view Scroll Bars When your Brain is in Normal view and there are more Thoughts linked to the active Thought than those currently showing in the Plex. then click OK to confirm. Click the Rename button. based on the active view: When the Plex is in … The mouse wheel … Normal view Scrolls through the set of Thoughts where the mouse is pointing (children. Tip: Use the mouse wheel to scroll through your Thoughts or adjust spacing. 5. you will see PersonalBrain’s vertical and/or horizontal scroll bars.Advanced Navigation and Alternate Views 3. Click the Close button. Click the Delete button. 4. Click the View menu. Click the Manage Saved Views command 3. Click the view to be renamed. 5. then click OK. You can drag the scroll box in the bar to view Thoughts that are off the screen.

Filter by tag. Then:    Select “Normal” in the drop-down Filter list on the report toolbar to hide all Thoughts that are not included in the report. type. This display filtering feature lets you apply your report criteria to the display. Plex Filtering Options PersonalBrain User Guide 133 . date range. Create a report or select a saved custom report.” Select “Off” in the drop-down Filter list to stop filtering the Plex based on report criteria. Figure 145. attachment. This is called “inverse filtering. This can be used to show or hide only Thoughts that match the criteria you select. Select “Inverse” in the drop-down Filter list to hide all Thoughts that meet your report’s criteria. To filter the display in the Plex: 1. or anything else you can report on.Advanced Navigation and Alternate Views Figure 144. Appearance of Scroll Bars Indicates Off-screen Volume Filtering Thoughts from the View You can temporarily hide or show Thoughts in the Plex based on the current report.

This lets you use the item as usual without having to first toggle the filter off. an “X” is displayed on the item (as if it is “crossed out”).Advanced Navigation and Alternate Views Pins and Calendar items are not filtered. PersonalBrain User Guide 134 . while providing a visual cue that the item doesn’t meet the current filtering conditions. When a pin or Calendar item doesn’t meet the filtering criteria. Tip: Remember to check this setting if you can’t find something that you remember putting into your Brain.

Entering Presentation Mode  Right-click a blank area in the Plex. PersonalBrain User Guide 135 . then click the Presentation Mode command.) 2. Hiding Pins While Presenting If you like. 1. Click the Hide pins in presentation mode check box. optionally. 4. 3. (Or. click the Window menu. then click the Presentation Mode command to de-select it. you can prevent pins from showing when your Brain is in Presentation mode. You can leverage the connections in your Brain to help you tailor a presentation according to the audience’s interest. optionally. then click the Preferences command. Click the Options menu. then click Preferences. Click OK to save your setting. Click the UI button at the top of the Preferences dialog box. (Or.Advanced Navigation and Alternate Views Presenting Your Brain You can take advantage of all PersonalBrain’s powerful display options to wow your audience while enhancing their understanding. then click the Presentation Mode command.) Exiting Presentation Mode  Press the Esc key or right-click a blank area in the Plex. right-click a blank area in the Plex. Presentation mode takes over the entire screen and automatically hides the Past Thought list.

The name of the most recent active Thought appears in large dimmed type below the ESP Sync-activated Thought. files.   When ESP Sync suggests a Thought. Hiding Pins in Presentation Mode Using Your Brain’s Extra Sensory Perception (ESP) ESP Sync is a feature that works automatically to anticipate what Thought you might want to activate. Whether ESP Sync suggests or activates a Thought is based on the current Preferences settings (explained below). When ESP Sync activates a Thought. This intuitive assistance means you don’t need to navigate to the Thought yourself. it is moved to the center of the Plex as if you activated it yourself. Note that ESP only monitors what you type under Windows. the suggestion appears in large dimmed type below the activate Thought. or URLs. based on what you’re doing in another application—typing text or copying text.Advanced Navigation and Alternate Views Figure 146. PersonalBrain User Guide 136 .

With ESP Sync in “automatically activate” mode. then click the UI icon. ESP Sync is on in Suggestion mode. ESP Sync is case-sensitive. A Thought Activated by ESP Sync By default. To view or change the current settings. So. click the Preferences command. You can turn this sensitivity off (see below). rightclick a blank area of the Plex. Setting ESP Sync Preferences By default. Assuming you’ve entered that information in the Note for her Thought. if you copy a file that is attached to a Thought on your hard drive. click the Options menu. but you can de-activate it as well as change how it behaves. click Preferences in the context menu. Figure 147. to activate a Thought that is link to a file. then click the UI icon. You don’t recall her husband’s name and you’d like to include it in your message. that Thought will be activated. you can right-click it and click the Copy command on the context menu (you don’t ever have to actually paste the file anywhere). Or. This is a convenient feature when you find a file using an external search application such as Google Desktop and then want to see it in your Brain.Advanced Navigation and Alternate Views Say that ESP Sync is in “automatically activate” mode and you are composing an email message to a friend. PersonalBrain User Guide 137 . your Brain would automatically find it for you as you finish typing her name by pressing the space bar or any other terminator. so it will be looking for matches based on the capitalization you use.

Advanced Navigation and Alternate Views Figure 148: ESP Sync Options in the UI Section To turn ESP Sync off:  Uncheck Monitor clipboard To turn case-sensitivity off:  Uncheck Ignore text that is all lowercase To request that a Thought found by ESP Sync stays active beyond one minute even if you don’t click within your Brain:  Uncheck Cancel if not used within 1 minute To have ESP Sync automatically activate a Thought instead of only making a suggestion:  Open the drop-down Activation list and select Automatically activate To have ESP Sync only suggest a Thought instead of making it active:  Open the drop-down Activation list and select Suggest only PersonalBrain User Guide 138 .

 Click the File menu. Most important Thoughts are listed first in the Selection box.Advanced Navigation and Alternate Views Analyze Main Thoughts The Analyze Main Thoughts command places a ring around your Brain’s most important Thoughts and lists these Thoughts in the Selection box. click the File menu. click the Utilities command. PersonalBrain User Guide 139 . as calculated based on a network analysis of the links and content of your Brain. Figure 149. then click the Hide Main Thoughts Analysis command. then click the Analyze Main Thoughts command. The Plex with Main Thoughts Analyzed  To remove the rings around main Thoughts. Analyze Main Thoughts Command Figure 150. click the Utilities command.

Using PersonalBrain Tools

Closing the Selection box removes the dashed borders around Thoughts in the Plex as usual, but does not remove the rings.

Using PersonalBrain Tools
You can think of each of PersonalBrain’s six Tools as a personal assistant who is ready to help when asked. You can give any of them the day, week, or year off if you choose not to use their services, but they’re all standing by, ready to assist you—-at the click of your mouse.

Figure 151. PersonalBrain’s Six Tool Tabs

Tools Overview
Each of the six Tool tabs can be displayed on any side of the PersonalBrain window. You can change their size to suit your preferences. Here are general guidelines that apply to all Tools:    To access a Tool, click its tab. For example, to access the Calendar Tool, click the Calendar tab. To enter information using a Thought-specific Tool, activate the Thought, then click the Tool’s tab. To view Thought-specific Tool information for a particular Thought, use the mouse to point to that Thought or press an arrow key on the keyboard and highlight it. If no Thought is highlighted, the information displayed is for the active Thought. Because the Search Tool and the Reports Tool do not pertain to specific Thoughts, their window content is not affected by the active or highlighted Thought.

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Figure 152. Some Tools Pertain to Specific Thoughts

To make the Tools window taller or shorter: Point at the area just above the Tools window. When the sizing mouse pointer appears, drag up or down to make the window taller or shorter. To make a Tools tab wider or narrower: Drag the middle border left or right.

Figure 153. Sizing the Tools Window

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To separate a Tool from other Tools: Drag its tab to the side of the Plex or any other Tool pane. You can drop tabs on the side area of any pane to move the associated Tool there.

Figure 154. Docking a Tool in the Plex

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To merge a Tool into another Tool’s window: Drag its tab to the center of another Tool’s window.

Figure 155. Merging a Tool with Other Tools

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click the Thought menu. Figure 156.Using PersonalBrain Tools  To maximize or restore a Tool: Double-click on the Tool’s tab. Maximizing and Restoring a Tool  To open Notes in floating windows that remain open when another Thought is active: Activate the Thought whose Note should remain open in a separate window. then click the Open Notes Window command. Tip: Click the Reset Tools Layout command on the Options menu any time to restore the Tools to the default layout. PersonalBrain User Guide 144 .

Using PersonalBrain Tools Figure 157. making it easy to embed hyperlink. Notes are HTML-based. HTML-based notes can be conveniently published on the Web. Also. Restoring the Default Tool Tabs Layout Notes Figure 158. images. Notes Tab Notes associated with a Thought are visible when the Notes tab is active. They can be extremely useful for annotating or expanding information about your Thought. and more. PersonalBrain User Guide 145 .

select the text first. and then begin typing. and Ctrl-A for Select All—work as you would expect in Notes. activate the Thought to which the Note pertains. or Double-click to select an entire word. By default. but you can switch to the HTML view if needed. font size. Notes Toolbar Entering Notes To enter a Note. revise. PersonalBrain User Guide 146 . or other attribute first. then hold down the Shift key as you click at the end of the text to select all text in between.) You can copy and paste within Notes and between PersonalBrain and other applications. Figure 159. or Click at the beginning of the text.Using PersonalBrain Tools Using Notes Menu Commands The menu bar at the top of the Notes tab contains menus that pertain only to Notes. text appears in Design view. highlighting— and want to have control over exactly which text becomes formatted. Standard text selection techniques work in Notes:     Drag the mouse through text to select it. text color. Notes are saved automatically when another Thought is activated. all View menu commands pertain to Notes for all Thoughts while the Format menu commands pertain to the specific Note that is active. For example. (On Mac OS. Ctrl-V for Paste. If you want to change the appearance—type face. Using the Notes Toolbar The Notes toolbar includes tools for basic word processing activities. Optionally. Some commands are global for all Notes and some apply to just the active note. color. and format in PersonalBrain Notes:   Allow automatic word wrapping to control line endings. triple-click to select an entire line  Standard keyboard shortcuts—such as Ctrl-C for Copy. The standard techniques you use in other text editors when you type. the standard Command key shortcuts also work. then click in the open area below the Notes toolbar buttons and begin typing. except when you want to begin a new paragraph—press the Enter key to begin a new paragraph. size. You’ve probably used many of these buttons before in multiple applications. you can select a different typeface.

Notes may be printed when using a Mac by clicking the Print command on the File menu in the Notes tool. Tip: You can press Ctrl-Z (or click the Edit menu. Saving Notes While Notes are saved automatically when another Thought is activated. To save a note manually: 1. PersonalBrain User Guide 147 . The Save command will be grayed in the File menu until you make a new change in the active Note. 2. Notes Saved Message A “Notes saved” message will appear in the upper-right area of the Plex to confirm the success of your action. Click the File menu within the Notes tab. Click the Save command. click the File menu within the Tools window. Checking Your Spelling A spell checker is automatically at work for your Notes. Figure 160. highlighting. Click the suggestion of your choice to replace the misspelled word.Using PersonalBrain Tools One special feature for PersonalBrain Notes is that if no text is selected and you select a formatting command such as bold. Printing Notes To print the active Note. the formatting will apply to the entire word in which the cursor is currently blinking. if you are typing a note that is very long you may want to perform manual “interim saves” to guard against losing information in the event of a power failure. The Print dialog box will open and you can fine-tune your print request. then click the Print command. You can customize the dictionary by adding words to it. then click the Undo command) to immediately undo your most recent action in Notes. Potential misspellings are automatically highlighted and you can right-click to view suggested spellings. or change in typeface or font size. Tip: Ctrl-S is the keyboard shortcut for saving the active Note.

Using PersonalBrain Tools

Figure 161. Spell Checker in a Note

If you prefer not to see misspellings flagged as you type: 1. Click the Tools menu in the Notes tab. 2. Click the Disable Check Spelling As You Type command.

Figure 162. Disabling Spell Checking

This is a toggle command. When you want to turn the feature on again, click the Tools menu and click the Enable Check Spelling As You Type command. You can always check spelling manually by clicking the Check Spelling command.

Copying Formatting

You can use the Format Painter button to copy formatting you’ve used in a Note to other text within the same Note. You may have used a Format Painter button in other applications and it works similarly. 1. Use the mouse to select one or more characters that have formatting you want to copy (or just click within text that has the formatting you want to copy). 2. Click the Format Painter button.

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3. Select the text that should receive the formatting.

Figure 163. Format Painter Button

Insert Horizontal Rules
To insert a horizontal rule (line) for organizing Notes into sections visually: 1. Click in the Note where you want the horizontal rule to appear. 2. Either click the Insert Horizontal Rule button in the Notes tab toolbar or click the Insert Horizontal Rule button on the Insert menu.

Figure 164. Inserting a Horizontal Rule

To remove a horizontal rule:  Click within the rule to select it, then press the Delete key (or press the Ctrl-X combination key).

Inserting Tables

You can insert tables into your Notes. 1. Click where you want the table to be inserted within the Note. 2. Click the Insert menu, then click the Insert Table command. The Insert Table dialog box will be displayed.

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Figure 165. Insert Table Dialog Box

3. By default, the table will have two rows and two columns. You can change these settings or any of the other default settings to suit your needs. Click the OK button when the settings are as you want them to be. 4. Unless you’ve changed the default settings, the table will span 100% of the Note width. You can change the width of any column by dragging the vertical bar on the right border of the column.

Figure 166. Changing Column Width

Tip: Wait for the mouse pointer to appear as a double-headed arrow before you try to drag a column border. If you are accustomed to using tables in other applications, the techniques will be very familiar to you:   Move from cell to cell: Press the Tab key Add a new row to the end of the table: Click in the last cell, then press the Tab key

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Delete a row or column: Select the row (by dragging through it or pointing at its left-most border) or select the column (by dragging through it or pointing at its top-most border), then press the Delete key

Figure 167. Selecting Table Rows or Columns

Format table content: Select the table cells (by dragging or pointing) then apply text formatting as usual, using the buttons in the Notes tab

Create Task Lists
To create a quick task list with selectable check boxes: 1. Click in the Note where you want the check box to appear. 2. Either click the Insert Checkbox button in the Notes tab toolbar or click the Insert Checkbox button on the Insert menu.

Figure 168. Inserting a Check Box

3. When a task is complete, you can click in the check box to display a check mark.

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Using PersonalBrain Tools Link to Thoughts in Notes To insert a link to another Thought: 1. As soon as you press the Ctrl key. the mouse will appear as a pointing hand (assuming it is positioned on the link). After the link has been created. you can change the text of the link and rename the Thought without breaking the link. Inserting a Link to a Thought To follow the link to the designated Thought:  Hold down the Ctrl key while clicking the link. Click the Insert Link to a Thought button in the Notes tab toolbar or click the Insert Link to a Thought button on the Insert menu.yahoo. Select the name of the Thought within the Note text. PersonalBrain User Guide 152 . Figure 169. Insert URL Addresses To insert a dynamic URL in a Note:  Type the URL (such as “www. 2.com”) following it with a space or a comma.

1. PersonalBrain User Guide 153 . 2. Enter the text you want to see in the Note in the Text to display field. As soon as you press the Ctrl key. Embedding Hyperlinks You can insert hyperlinks into your Notes and use them to open Web pages or email addresses. the mouse will appear as a pointing hand (assuming it is positioned on a Web address).Using PersonalBrain Tools Figure 170. Either paste the address (if you have copied it from the address bar when the site was open) or type the address in the Address field. 3. Inserting a Dynamic URL To go to a URL embedded in a Note:  Hold down the Ctrl key while clicking the URL. then click the Insert Hyperlink command. Click the Insert menu.

Figure 172. click the Image menu.Using PersonalBrain Tools Figure 171. In the Notes tool. Click the Browse button to navigate to the image file of your choice. Click the OK button. click where you want the picture to display. Insert a Hyperlink in a Note 4. Appearance of a Hyperlink in a Note To use the hyperlink once it’s embedded in your Note. click the Insert button. After you click the filename. hold down Ctrl while you click the link. Adding Images to Notes 1. 2. then click the Insert Image command. PersonalBrain User Guide 154 .

To delete the picture. 1. just click on it. 2. Counting Your Words You can find out how many words and characters are in the active Note. Click the OK button. To change the size of the inserted picture. In the Notes tab. Word Count Message Box Customize the Date and Time Format You can choose the exact style you want to use for dates and times inserted into your Notes. When you are finished looking at the information in the Word Count message box. Click the Tools menu in the Notes tab. Counting Words 3. To customize the date format: 1. Figure 173. Click the Word Count command. click it once to select it. click the File menu. then click the Set Date Format command. PersonalBrain User Guide 155 .Using PersonalBrain Tools 3. Figure 174. The picture will display in the Notes tab. click the OK button. then press the Delete key. then drag any of the handles to make the picture larger or smaller.

. EE MMM 33. In the Set Date Format dialog box. Tue Jul 13... 2010 01:36 PM “PDT” 07/13/10 01:36 PM Enter this template . Click the Show Template Help button for explanations of what each template character means.Using PersonalBrain Tools Figure 175. yyyy hh:mm a “zzz” MM/dd/yy hh:mm a PersonalBrain User Guide 156 . type or edit the template in the text field. yyyy hh:mm a MMMM 33. Setting the Date Format 2.. Some example templates: To see this . 2010 01:36 PM July 13.

consolidated location for viewing and managing a Thought’s name. Figure 177. This offers a central. tags. Thought Tab All attachments associated with a Thought are visible when the Thought tab is active.  A message is shown when the active Thought is a Type or a tag. and attachments. display characteristics.Using PersonalBrain Tools Thought Figure 176. Spell-Checking for Labels PersonalBrain User Guide 157 . label. type. Figure 178. Thought Tool for a Tag  When “Spell Check Thoughts” is selected on the Options menu (as it is by default). spelling is also automatically checked in the Label field.

Close the window by clicking its close [X] button when you no longer need it open. Open Folder: Open the folder that contains all internal files for the Thought. Cut Attachment: Copy the currently-selected attachment in list to the clipboard and delete it from its current location. Private: Select to make the Thought private. This may come in handy when you want to transfer attachments from one Thought to another. You can move and size this window as you would other windows. Sort: Select an item (Name. Size. Add Attachment: Create a new file or attach an existing file. Delete Attachment: Delete the currently-selected attachment in list. then click the Open Thought Window command on the context menu A separate Thought window will open. or Location) on which you want to sort the attachment list in ascending or descending order. Paste Attachment: Place the clipboard contents into the list of attachments. Type.Using PersonalBrain Tools Using the Thought Toolbar Here is an overview of what you can accomplish using the buttons in the Thought tab. To open the Thought tool in a separate window:  Right-click the Thought. This folder is also referred to as the “GUID” (Global Unique Identifying Directory). PersonalBrain User Guide 158 . Keeping the Thought Tool Open You can keep multiple Thought windows for multiple Thoughts open at once. Click the item a second time to change the sort order. Copy Attachment: Copy the currently-selected attachment in list to the clipboard. Modified. folder. or URL. Open Attachment: Open the currently-selected attachment in list.

Using PersonalBrain Tools See “Adding Files. Type a name for the new tag and then click OK. Right-click the Thought to or for which you would like to add or remove a tag. and Folders” beginning on page 106 for more information about working with attachments. PersonalBrain User Guide 159 . the Thought tab displays the tag properties. When a Tag Thought is active. The Tags Tool Tags are useful for flagging Thoughts that you want to be able to reference as a group. you may want to create a “To do” tag so you can get a list of all of these Thoughts very quickly. Each tag that is applied to the active Thought is displayed in bold and with the check box filled. 3. The new tag will appear in alphabetical order in the tab and will be assigned to the active Thought. Tag Thoughts are global for a Brain and can be toggled on and off for the active Thought in the Tags tool. deleted. Almost everything related to tags can be done from the Tags tool. A number to the right of each tag’s name indicates how many Thoughts that tag has been applied to. Thoughts can have one or many tags at the same time. but don’t want to have to share a common parent. Either click the Tags tool or right-click a Thought. then click the Tags command. assigned. Tags can be created. and activated from here. Assigning and Removing Tags 1. Creating a Tag 1. Web Pages. edited. Tags Figure 179. Click the Create button or the New Tag command on the context menu. 2. For example.

Alternatively. Type names for one or more new Thoughts as usual. The Create Child dialog will open. If you want to assign tags to multiple Thoughts at once. Open the Tags submenu from the context menu. first select them. drag down from the child gate. then release the mouse button. then right-click on the selection. This method is preferable if you have many tags you want to change on a single Thought. Activate the parent Thought. Assigning a Tag During Thought Creation 1. you can also activate the Thought and then use the Tags tool to click the check box next to the tag you want to change. Tags appear in the Plex once they have been attached.Using PersonalBrain Tools 2. PersonalBrain User Guide 160 . Click the tag of your choice to toggle its status. The Tags submenu also appears on the selection’s context menu. Tags assigned to the Thought are shown with a check next to them.

right-click the tag and then click Delete Tag. Press the Delete key to delete all selected tags.Using PersonalBrain Tools Figure 180. Deleting a tag removes it from your entire Brain. Click the Tags button. Click the check box next to the tag to be renamed. 2. Click the green button showing a check mark to save the new Thought(s) and close the dialog box as usual. Make any revisions to the tag name and then click OK.) 3. Create Child Dialog Box 2. Select the tag to be deleted. then click the Tag Properties button. PersonalBrain User Guide 161 . right-click the tag and then click Tag Properties. optionally. (Or. optionally. Open the Tags Tool. Click the Yes button to confirm the deletion. Hold down the Shift key or the Ctrl key (or the Command key on a Mac) as you click each tag name in the Tags tool. Click the Tag tool tab. (Or. To delete multiple tags at one time: 1. then click the Delete Tag button.) 3. then click one or more tags of your choice. Deleting a Tag 1. 2. 3. Renaming a Tag 1. 2.

Using PersonalBrain Tools Renaming a tag changes its name throughout your entire Brain. (Or. next to the Thought in the Plex. 3. Hiding or Showing Tag Hints If tags are hidden globally. To hide all hints: 1. Click the Tag tool tab.) 2. then click Preferences. then click the Preferences command. individual hints may be hidden (or unhidden) on a tag-by-tag basis. To hide one specific hint: 1. Click the Look & Feel button at the top of the Preferences dialog box. 2. Figure 181. Defining How Tags will Display A “hint” can constantly display the tag name in small print. no hints will display. However. PersonalBrain User Guide 162 . Click the Options menu. Click the Hide tag hints check box. right-click a blank area in the Plex. Make sure that “Hide tag hints” is NOT selected in “Look & Feel” section of the of the Preferences dialog box. if tags are not hidden globally. optionally.

2. and then click OK. To Use the Tags Tool:  Click the name of the tag to activate it in the Plex. 4. right-click the tag and then click Tag Properties. click the Tag Properties button. PersonalBrain User Guide 163 . If the tag is not selected. right-click the tag and then click Tag Properties. Displaying Thoughts Based on Their Tags You can show all Thoughts with the same tag by using Instant Activate or by using the Tags tool tab. If the tag is not selected. To change the text color of a hint: 1.Using PersonalBrain Tools 3. Tags are indicated using a special icon and are colored using the hint color assigned to them. click the Tag Properties button. Click the Color icon. These “tag Thoughts” can be pinned for fast reference. 4. Also. or click the Custom button. it can be used to select all of the tagged Thoughts by clicking the Edit menu then Add Report Results to Selection. Once you have activated a tag. Click OK again to save your change. Reporting on Tags The reports tool contains an additional drop list that allows you to generate a report of all Thoughts with a specific tag. Click the check box next to “Show hint in Plex” to remove the check mark and then click OK. click on the color of your choice. it appears in the Plex as the active Thought with all the Thoughts it applies to shown as children. linking or unlinking a tag Thought adds or removes the tag to/from the linked/unlinked Thought. 3. To Use Instant Activate:  Begin typing the tag name in the Search field. Once a report is generated. then click the tag name as soon as it appears. If the tag is already selected. Click the Tag tool tab. If the tag is already selected. Select the color of your choice.

Reporting Based on Tags Adding Notes and Attachments to Tags 1.” After you click the Thought of your choice. Search within attached Web pages—your searches will automatically extend into any Web pages you have attached to your Thoughts. then click the tag of your choice. Thought Tool for a Tag Search PersonalBrain includes powerful search capabilities. A label indicating that this Thought is a tag appears automatically at the top of the Thought tool (when the active Thought is a tag). Click the Tags tab to open the Tags tool. 2. Click the Thought tab to display the tag’s properties. that Thought is automatically activated.Using PersonalBrain Tools Figure 182. Search within Notes—a robust full text index provides a fast natural language search through all of your notes. You can:  Search for a Thought and activate it instantly—the Instant Activation feature lets you quickly find a Thought by typing a few letters. and choosing from a list of “hits. Figure 183. Type Notes and add attachments as you would with other kinds of Thoughts.   PersonalBrain User Guide 164 .

If a search result is a Thought in your Brain. Search and replace attachment locations—The Utilities  Replace Attachment Locations command on the File menu lets you search and replace attachment locations. additional features become available. This is useful when all of the attachments at a given location have moved. as shown below. PersonalBrain offers to search for the missing file automatically. As soon as you perform an extended search. Word. An example of when this may happen is if the server hosting them is renamed. Search Tab Before a Search If you click the Search tab before searching for something. Excel. PersonalBrain User Guide 165 . PowerPoint and many other file formats. If the text you’re searching for exists within documents including PDFs. clicking on it in the results list activates that Thought. Search inside Mind Maps―the search indexes the contents of MindManager and FreeMind files that have been attached to a Thought.    Search within attachments—your searches automatically include the contents of attachments. Figure 184.Using PersonalBrain Tools  Search for missing files—If an external file attachment is moved to a different folder and then the link to that attachment is clicked. the documents containing the text will be found. it looks like Figure 184 (above).

Clear Results: The search results are removed and only the Advanced button remains in the Search tab. Advanced: Opens the Advanced Search dialog box to let you fine-tune your search further. the names of each of these Thoughts displays in the PersonalBrain Selection box. limits possible search results to Thoughts in the Selection box. Under Active: When selected. limits possible search results to the active Thought and its child Thoughts. (When you Ctrl-click on one or more Thoughts. In Selection: When selected. Search Tab After an Advanced Search Using the Search Toolbar Following is an overview of what you can accomplish using the buttons in the Search tab.) Sort: Search results may appear in order based on their relevance or by date modified (how recently the item was revised).Using PersonalBrain Tools Figure 185. PersonalBrain User Guide 166 .

you can use the Sort drop-down list to order the list of results by the dates the items were last modified. to. in the second found item above. the items you that have the most content relevant to the terms you searched for. clicking on “Improv” would activate the Thought named “Improv” (whose parent is “Theatre”) and clicking on the URL shown in green type would open that Web page in your browser. the. you. it.—to be included in the search PersonalBrain User Guide 167 . etc. Search Results Click on any link in the Search results to go directly to the item.Using PersonalBrain Tools Performing an Advanced Search To perform an Advanced search:  Type what you’re looking for in the Instant Activation Search field. the most relevant items appear first on the list—that is. The terms you searched for are highlighted in yellow in the results list. By default. whatever it may be. then click the Search button Your Search results will appear in the Search tab. For example. Alternately. an. Figure 186. or. Fine-Tuning Your Advanced Searches Your Brain makes certain assumptions automatically:  You don’t want common words that occur in most documents—a.

indicate this by using quotation marks Example: You enter the words “change directions”—within quotation marks—PersonalBrain will not find sequences such as “change in directions.” “direction changes. cart. swims.Using PersonalBrain Tools  You would like variations of the word you’re searching for to be included in the search Example: You enter the word swim—PersonalBrain looks for swim. swimming.” and “changing his direction”  If you do care in what sequence the words you’re looking for appear. cartilage.” and “changing his direction” (but will find occurrences such as “change directions.” and “change directional”) The following are other ways to customize your searches: To do this … Do this … Make one or more search terms optional Type OR (in upper-case letters) between the terms Example: dinner OR lunch OR restaurant will find all items that have ANY of these terms Make some search terms required and some terms optional Use a combination of AND and OR between terms and type parentheses to indicate priority Example: (dinner OR lunch) AND restaurant will only find items that contain “restaurant.” but some items may also include “dinner” or they may also include “lunch” Eliminate search results that contain specified search terms Type NOT (in upper-case letters) before the term Example: restaurant NOT brunch will only find items that include the term “restaurant” but do NOT include the term “brunch” Search for all terms starting with specified characters Type an asterisk (*) after the term Example: car* will find terms such as card. and carriage PersonalBrain User Guide 168 .” “direction changes. and swam  You don’t care in what sequence the words you’re looking for appear Example: You enter the words change directions—PersonalBrain also looks for sequences such as “change in directions.” “changing direction.

which enables searching only tags and name for example while ignoring attachments and notes. Advanced Search Dialog Box  You can toggle which types of information you wish to search through.Using PersonalBrain Tools To do this … Do this … Search for all terms starting with specified characters and ending with only one character Type a question mark (?) after the term Example: ten? will find terms such as tent and tens Using Advanced Search Features You can use the Advanced Search feature to fine-tune your search to increase the likelihood of finding exactly what you’re looking for. none of which are casesensitive. Type information in any of the first four fields. Figure 187. and/or Select a Thought type from the drop-down Thought Type list. Click the Advanced button in the Search tab. and/or Select the second radio button for Modified Since (which will limit the search to items that were modified since the date you specify)    PersonalBrain User Guide 169 . 1.

   PersonalBrain User Guide 170 . the item is a valid candidate for matching your search conditions. and so on. or semi-colon. Tip: Here are ways you can use the Advanced Search dialog box fields:   All of the words: Type any words that all MUST be included in the item(s) you want to find. select the type from the drop-down list. select the alternate radio button which will allow you to specify a date. Modified Since: By default. Click the OK button to begin the search. comma. Optionally. The more fields you use in the Advanced Search dialog box. Thought Type: If you are searching for Thoughts that have an assigned type. In order to qualify for being included in your results. You don’t need to enter punctuation and remember that none of these fields are case-sensitive. the fewer results will appear. Each field has an “and” relationship with the other fields. the search will ignore the date on which items were last modified. Exact phrase: Type one or more words exactly as they must appear in the item(s) you want to find. items will need to match ALL of the conditions you specify—whatever is in the All of the words field AND in the Exact phrase field.Using PersonalBrain Tools 2. If you type multiple words here and an item includes one or more of them. Separate each word with a space. but not necessarily all of them. At least one of the words: This is an “either/or” field.

Using PersonalBrain Tools Figure 188.com is added to a Note. Your search criteria displays after the “Search results for” heading at the top of the Search results window.) PersonalBrain User Guide 171 . but this link is not part of the text (such as: <a href=”http://www. Hyperlinks inside of Thought Notes are also searchable.yahoo. you have an opportunity to check what you requested. (Click the Preferences command on the Options menu to open the dialog box. This makes it easier to trouble-shoot any unexpected results. if a link to www. searching for “yahoo” will find this Note.com>my link</a>). For example. Sample Results of an Advanced Search Notice that when PersonalBrain displays the results of your Advanced Search. Customizing How Search Results are Handled Use the Search tab in the Preferences dialog box to manage how search results are handled.yahoo.

Search Tab in the Preferences Dialog Box  Select the Merge Thought and content results check box to consolidate Search results into a single list instead of showing Thought name matches separately Select the Only display one search result per Thought check box to only show the single most relevant occurrence of the search terms within a Thought regardless of how many different places the terms may appear in the Thought Click the Maximum file size to index drop-down arrow to select the largest file size you want to allow to be indexed. enabling larger files to be indexed gives greater coverage. but may provide less relevant results in some cases   PersonalBrain User Guide 172 .Using PersonalBrain Tools Figure 189.

Clicking Open opens the particular item in the appropriate application. Of course. The search result will automatically display matches for content within all of these applications. Clicking on a Thought in the list activates that Thought. A search result from one of these applications has an Open and an Add button. and Mail Integration PersonalBrain integrates with iCal.Using PersonalBrain Tools iCal. When you click the Reports tab. Reports Figure 190. the more times you’ve activated the Thought. Address Book. To specify “from/to” date ranges:  You can indicate both a start date and end date to further fine-tune the content of Reports. Click on the icon next to the Thought to open its attachment and get instant access to the information inside of iCal. The total number of Thoughts currently showing is provided in the bottom-left corner of the window. or Mail. To link to an item in one of these applications. These special results show in the External Mail. Click the drop-down arrow button dates. Reports Tab The Reports tab provides another way of seeing the contents of your Brain and activating Thoughts quickly. these Thoughts can be linked and used like any other Thought in PersonalBrain. Address Book. do a search from PersonalBrain. The bars to the left of each Thought provide a visual cue for how many times you’ve activated each Thought in the last 30 days—the wider the bar. You can generate most simple reports with just two clicks using the “quick-pick” menu. and iCal Items section. Address Book and Mail. Address Book. Clicking Add button creates a new child Thought from the active Thought with a link to the item. you can even drag and drop or copy and paste the attachments from these Thoughts to other Thoughts. you see a list of Thoughts with their icons and colors set according to their properties. then click on any of the options except “All dates.” A default start date and end date will appear PersonalBrain User Guide 173 . Optionally.

Date Filter Options To specify sort order:  Click the Sort drop-down arrow button to specify in what sequence you want the report data to be displayed. Click on either or both of the date fields to display a calendar from which you can select a different date. Figure 192.Using PersonalBrain Tools in two separate fields. Figure 193. Changing Report Sort Order Keep in mind that the date options for the Sort field are separate from the date options for filtering the Report contents. To refresh report data:  Click the Refresh button to update the list of Thoughts that match your report criteria. The Refresh Button PersonalBrain User Guide 174 . Sorting and filtering provide separate ways of fine-tuning report results. Figure 191.

Custom Report Dialog Box Your custom report may include multiple Thought types and multiple tags. 2.Using PersonalBrain Tools Creating and Saving Custom Reports Custom reports can be saved and used again at any time. then click the “quick-pick” button (which shows “All” by default). Click the Custom command. attachments. tags. PersonalBrain User Guide 175 . and other criteria. You’ll see the Custom Report dialog box. Figure 194. To create a custom report: 1. You can also request specific types of attachments. You can define custom reports using multiple types. Click the Reports tool tab. or accept the default of ignoring attachments. then click Custom report.

Make your selections. Click the Custom command. Clicking the tag again marks it with a minus (-) sign. Click on the report of your choice. Clicking a third time clears the tag. The report will include Thoughts whose type matches any of the selected types. then click the name of the report you want to open. click its check box. Click the Close button to close the Saved Reports dialog box. click Load custom report. Click the “quick-pick” button (which shows “Custom report” when you have just created a custom report). 2. You’ll see the Save Report dialog box. Click the Custom command. To open a saved custom report: 1. The “quick-pick” button will now display the name of your new report. then click Save custom report. To rename a custom report: 1.Using PersonalBrain Tools To select a type. 2. Click the “quick-pick” button on the Reports tool tab. 3. Click the Reports tool tab. Managing Custom Reports You can rename or delete the custom reports you create. Type the new name. then click the “quick-pick” button (which shows “All” by default or the name of the open custom report). You can also save a custom report using a new name. which preserves the original report. If the custom report you renamed was open at the time. You’ll see the Saved Reports dialog box. Click the Custom command. 2. PersonalBrain User Guide 176 . then click the OK button. The report will include Thoughts with all of the tags marked with a plus sign and none of the tags marked with a minus sign. you will still see its original name in the “quick-pick” button until you select a different report option. then click Manage saved reports. click it and it will be marked with a plus (+) sign. Tags that are not marked are ignored. then click the OK button (or click the Reset button to return to the original settings). then click the Rename button. To select a tag. 3. 3. then click the OK button. Type a name for your report. Then you can open the newly-named custom report. To save a custom report: 1. 4.

You’ll see the Saved Reports dialog box. then click the Delete button. Click the “quick-pick” button (which shows the name of the open custom report). you will still see its name in the “quick-pick” button until you select a different report. 2. then click Save custom report as. 3. 2. then click Manage saved reports. 3. Note that custom reports are unique for each Brain you create. Click on the report of your choice. PersonalBrain User Guide 177 . You’ll see the Save Report As dialog box. To delete a custom report: 1.Using PersonalBrain Tools To save the open custom report using a new name: 1. then click the OK button. Type the new name. Click the Custom command. Click the Custom command. 4. If the custom report deleted was open at the time. Click the “quick-pick” button. Click the OK button to confirm. then click the Close button to close the Saved Reports dialog box.

You can view your Calendar a day.Using PersonalBrain Tools Calendar Your Brain has its own built-in Calendar. week. or year at a time. Figure 195. You can add and modify events that are integrated with your Thoughts. 1. so before you add an event. decide which Thought it belongs with or create a new Thought if needed. Click the Calendar tab. a month. Calendar Views Click an event on your Calendar to automatically activate the Thought with which the event is associated. month. Activate the Thought with which you want the new event to be associated. a week. or twelve months in the left panel of the Calendar tab. Adding an Event All events must be associated with a Thought. The view will be as you left it the last time you accessed your Calendar—you will see a day. 2. PersonalBrain User Guide 178 .

Whatever date was selected on the Calendar in the left panel will appear in the first “When” field. Type the description of the new event in the “What” field. select the “All day” check box. Add Event Button 3. 6. Select or type starting and ending times. Use this calendar to select a new date for the event.Using PersonalBrain Tools Figure 196. Optionally. To change the event date. if necessary. PersonalBrain User Guide 179 . click on it. 4. 5. events are set to a duration of one hour. The Add Event Dialog Box 7. A calendar will display just below the new event. By default. You can change the priority of the event in the Priority section of the Edit Event dialog box. Click the Add Event button or double-click the day in the Calendar. Figure 197.

Events for the active Thought are shown in bold type. choose either the day of the month or the day of the week on which you want the event to repeat 7. then click the Calendar tool tab. or click the All day checkbox. Select beginning and ending dates and times in the When fields. then select the number of recurrences you want in the Repeat Every field. To change the default date for new events.” “Monthly. and virtually everything in between. Tip: Remember to activate the relevant Thought before you add an event to the Calendar so that the event is automatically connected to the Thought. yearly. The event will appear on the currently selected day in the Calendar. The current default day is displayed in blue.   For Weekly events. The name of the field immediately below the Repeats field will reflect what you have selected in the Repeats field. click the Today button above the calendar. 8. To make today the default day. Click the Save button to save your event. Enter the name of the event in the What field.” or” Yearly” in the Repeats field. choose the day of the week For Monthly events. You can also add an event to a Thought by right-clicking on it and selecting Add Event from the context menu. PersonalBrain User Guide 180 . 2. you can click on a day in the Calendar. monthly.” “Weekly. 6. Select the appropriate option.Using PersonalBrain Tools The priority you assign to an event will determine the color in which it displayed on the Calendar. Select either “Never ends” or “Until” (and then select a date) for the Event Range field. Select “Daily. Reoccurring Events Reoccurring events can be set daily. weekly. 3. 5. To create a reoccurring event: 1. 4. Click the Add button to open the Edit Event dialog box. Make sure the Thought with which the event will be associated is active.

Select the Set reminder check box. If the Edit Event dialog box for the event isn’t already open. type information in the Where and Description fields. 9. Click the Save button when you’re finished. An information box on the Edit Event dialog box will notify you of this if you are creating an event where this would apply. Reminders Reminders are optional and you can customize how far in advance of the event the reminder should be activated. Click the Save button when you’re finished. Viewing All Events for the Active Thought To display all events for the active Thought:  Click the number of events indicator in the Calendar toolbar. Optionally. 3. Events lasting more than 31 days will not be displayed for their entire duration on the Calendar. Figure 198. 2. Select a unit of measure in the Reminder field that has a drop-down arrow. double-click the event in the event list or the Calendar to open it. PersonalBrain User Guide 181 .Using PersonalBrain Tools 8. then type an appropriate number in the field to the left of the unit of measure. Setting a Reminder 4. To set a reminder: 1. and indicate the priority of this event. set up a reminder (see the Reminders section below).

Similarly. click the forward arrow to see the following week. again. each view has a back and forward arrow for moving one unit of time in the associated direction. you will see all the months in the year. if you are in week view and you click on the week indicator at the top of the Calendar. Moving Backward and Forward Clicking the Calendar’s header changes the Calendar to the next larger unit of duration. For example. Changing the Year PersonalBrain User Guide 182 . if you are looking at a week view. You can move forwards and backwards between years by. if you are in month view and you click on the month indicator at the top of the Calendar. you will see the Calendar for the whole month. Figure 199. week. clicking the back and forward arrows. or month at a time. For example. You can also go directly to a different year by revising the year in the edit box that appears when you click on the year label at the top of the calendar. Figure 200.Using PersonalBrain Tools Navigating Your Calendar Whether you’re looking at your Calendar a day.

Deleting an Event To delete an event on the Calendar. Optionally. select when you want to be reminded in the Remind again in field. or click the first event in the list and then hold down the Shift key as you click the last event to be included in the selection. which displays when one or more events are past due or a reminder is activated. Figure 202. Figure 201. To change the Completed status. Click the row for the entry of your choice. Once the event is marked as complete. PersonalBrain User Guide 183 . In Day view. double-click the event and change the number in the Percent complete field.Using PersonalBrain Tools Marking Events as Complete You can mark a Calendar event as complete by right-clicking it and then clicking “Completed” in the context menu. associated reminders will no longer display. click on it and then click the Delete button. A Completed Event Completed events are automatically crossed off in the Calendar. Deleting an Event Snoozing and Dismissing Events Events can be snoozed and dismissed in the Past Due Reminders dialog box. then click the Dismiss or Snooze button. you can delete multiple events on the same day by holding down the Ctrl key as you click each event to select non-adjacent events. All selected events will be deleted when you click the Delete button.

then click the OK button. In the Google Calendar Settings dialog box.Using PersonalBrain Tools Figure 203. Click the File menu. Synchronize Calendar Command 2.) You can apply commands to multiple events at the same time by first selecting the events. Synchronizing with Google Calendar You can import your Google Calendar events into your Brain’s Calendar. 1. enter the email address and password associated with your Google Calendar account. Hold down the Ctrl key as you click each event (in a Windows environment) or hold down the Command key (for Mac). Figure 204. (This dialog box appears automatically when a reminder is due. PersonalBrain User Guide 184 . Dismissing or Snoozing Individual Events To “Snooze” all reminders:  Click the Snooze All button in the Past Due Events and Reminders dialog box. then click the Synchronize Calendar with Google Calendar command.

Linking an Event to the Active Thought PersonalBrain User Guide 185 .Using PersonalBrain Tools Figure 205. Figure 206. A progress bar will indicate the status of the process. activate the Thought. right-click the event in the Calendar. When it is complete. Logging into Google Calendar Settings 3. Imported events are not associated with Thoughts. your events will be added to your Brain’s Calendar and PersonalBrain events will be added to your Google Calendar. then click the Link to [active Thought name] command. If you want to link an event to a Thought.

Page Setup Dialog Box PersonalBrain User Guide 186 .Printing Your Brain Printing Your Brain You can print views of your Brain easy and accurately. 2. switch to expanded view (see “Using Expanded Thoughts View” on page 124) first and expand the areas you want visible. Click the File menu. To specify how your Brain will be printed: 1. Your Brain may fill an entire wall! Regardless of the number of pages you select for your print action.25” on all sides. Figure 207. Make sure that all Thoughts that you want to print are visible in the Plex. then click the Page Setup and Multi-Page Poster Printing command. The default margins for the printed copy are 0. The Page Setup dialog box will be displayed. To print many Thoughts at once. all Thoughts that are currently displayed in the Plex will be included in the print version. Printing huge views scaled across multiple pages is supported for up to 100 pages.

deselect the Print using a white background check box. or margins. orientation. Print Settings Dialog Box 4. PersonalBrain User Guide 187 . When selected. printouts will show the same background as onscreen. the background will automatically be set to white. Optionally. Click the OK button. change settings for paper size. The settings will also be saved. When you use the Print command on the File menu to actually print your Brain.Printing Your Brain 3. The Print Settings dialog box will be displayed: Figure 208. When not selected. then click the OK button. including wallpapers. these settings will be in effect. 5. Select the number of pages you would like your Brain to span. If appropriate.

You can drag and drop any of these items into your Brain and they will be maintained as links directly to the original item inside of Outlook.Using Outlook with Your Brain Using Outlook with Your Brain You can integrate Microsoft Outlook messages. navigate to the Contact of your choice and drag it to your Brain. journal items. Activate the Thought with which the Contact will be associated. Or. 1. Adding Contacts to Thoughts Contacts added to your Thoughts are automatically linked directly to the original item inside of Outlook. PersonalBrain User Guide 188 . contacts. In Outlook. Drop the Contact in an empty area of the Plex to create a new Thought or drop it on top of an existing Thought to add an attachment for the Contact to that Thought. 2. These features apply only to Outlook and are not applicable to Outlook Express. and meeting notes into your Brain. hold down the Ctrl key while dragging and dropping to create a copy of the item instead of linking to the item that is stored inside Outlook.

Adding a Contact to a Thought The Contact will be added as a child of the active Thought. Adding Messages to Thoughts Messages added to your Thoughts are automatically linked directly to the original item inside of Outlook. In Outlook. You can also add multiple Contacts at the same time.Using Outlook with Your Brain Figure 209. Hold down the Shift key as you click on each Contact. When you open the attachment. Activate the Thought with which the message will be associated. the Contact will open inside of Outlook. Additionally. 1. PersonalBrain User Guide 189 . a text copy of the message will be pasted into the Note for this Thought. navigate to the message of your choice and drag it to your Brain. The message will become a child of the active Thought. then drag the selected Contacts into the Plex all at once. You can also drop a message on top of an existing Thought. 2.

Outlook will open automatically (unless it is already open) and start a new message.Using Outlook with Your Brain Figure 210.  Right-click on any attachment and click Email Attachment Using Outlook on the context menu. Emailing Attachments You can email any Attachment in your Brain as an Outlook attachment. Adding a Message to a Thought Adding Other Outlook Objects with Drag and Drop In addition to contacts and messages. PersonalBrain User Guide 190 . many other items can be dragged from Outlook into PersonalBrain. The list of supported objects includes:        Messages Contacts Journal Items Meetings Notes Appointments Tasks Copying Contacts into Notes You can also drag a contact into the Notes tab of the active Thought to insert the contact details into notes. The attachment will be added to the Attachment list.

no matter which Web mail program you are using:  Activate the Thought that will be the parent of the Yahoo! Mail or Gmail content.Using Web Mail with Your Brain Figure 211. Using Web Mail with Your Brain The following sections describe how your Brain can integrate information with Yahoo! Mail and Gmail. The first step is the same. Email Attachment Using Outlook Command You can also drag attachments from the attachments list in PersonalBrain to messages you have already started composing in Outlook and they will be added as attachments. PersonalBrain User Guide 191 .

To facilitate opening a pre-addressed message to a contact: Drag the email address link for the contact from the Contacts tab in Yahoo! Mail into the Plex. opening the attachment will open the contact in the Yahoo! Mail program. You may want to rename it based on the contact’s name. You may want to rename it based on the contact’s name. Adding Messages to Thoughts Web Mail Description Yahoo! Mail Drag the email message’s subject from any Yahoo! Mail folder into the Plex. If you are signed in to Yahoo! Mail. If you are signed in to Yahoo! Mail. opening the attachment will open the message. The new child Thought will be named “The best web-based email” and it will automatically have an attachment with the same name. with a message pre-addressed to this contact. The new child Thought will be named “Sign in to Yahoo!” and it will automatically have an attachment with the same name.Using Web Mail with Your Brain Adding Contacts to Thoughts Yahoo! Mail Description Drag the screen name link for the contact from the Contacts tab in Yahoo! Mail into the Plex. PersonalBrain User Guide 192 . The new child Thought will have a “Yahoo! Mail” label and it will automatically have an attachment with the same name as the Thought. If you are signed in to Yahoo! Mail. opening the attachment will open a Yahoo! Mail Compose Mail window.

opening the attachment will open the message. If you are signed in to Gmail. drag the URL in the Address bar from the Gmail window into the Plex.Using Web Mail with Your Brain Web Mail Description Gmail With the message open. PersonalBrain User Guide 193 . The new child Thought will have a “Gmail” label and it will automatically have an attachment with the same name as the Thought.

Mac OS X: Email and Other Features iCal. This opens Mail and attaches the selected file or files to a new message. and iCal Items section. Of course. To link to an item in one of these applications. you can even drag and drop or copy and paste the attachments from these Thoughts to other Thoughts. The new child Thought will have a “Gmail” label and it will automatically have an attachment with the same name as the Thought. Optionally. these Thoughts can be linked and used like any other Thought in PersonalBrain. or Mail. Address Book. PersonalBrain User Guide 194 . Click on the icon next to the Thought to open its attachment and get instant access to the information inside of iCal. opening the attachment will open the folder in the Gmail application. Clicking Add button creates a new child Thought from the active Thought with a link to the item. Address Book. do a search from PersonalBrain. Address Book. Clicking Open opens the particular item in the appropriate application. Additional Email Capabilities Attachments have an Email Attachment Using Mail command in the context menu. The search result will automatically display matches for content within all of these applications. Drag the folder into the Plex. These special results show in the External Mail. ready to send. and Mail Integration PersonalBrain integrates with iCal. If you are signed in to Gmail. Emailing URLs is also an option.Mac OS X: Email and Other Features Web Mail Description You can also create a new Thought out of any Gmail message folder. A search result from one of these applications has an Open and an Add button. Address Book and Mail.

Mac OS X: Email and Other Features Figure 212. The Quick Look command appears in context menus for both Thoughts and attachments. you can browse through them using the arrows at the bottom of the window or click on the index icon to view a grid of all the items. Email Attachment Using Mail Command Use Quick Look to preview attachments. or you can select Quick Look from the context menu of a Thought to open all its attachments in Quick Look. Individual attachments can be selected on the Thought tab. If multiple files are opened in Quick Look. PersonalBrain User Guide 195 .

Any file that can be indexed by Spotlight and is linked in your Brain will automatically be searched whenever you do a search in PersonalBrain. Quick Look Command Searching File Attachments PersonalBrain integrates with Spotlight to provide search results from within files that are attached (either internally or as shortcuts) to Thoughts in your Brain. No setup or additional steps are required to enable this functionality. PersonalBrain User Guide 196 .Mac OS X: Email and Other Features Figure 213.

com to Share.Use WebBrain. and Back Up Your Brains You can use WeBrain.) Port 443 is used for encrypted syncs. Some WebBrain. and then typing http://webbrain. Any changes you make to your Brain on one machine will be reflected on every other machine through synchronization! WebBrain synchronization is protected using 128-bit AES Encryption. and Back Up Your Brains Use WebBrain. you can synchronize your Brain with WebBrain. the default is https).com in the Server address field. Publishing Your Brain You can publish your Brain on WebBrain. Make sure you have created an account on WebBrain. Synchronizing Your Brain With PersonalBrain 6 and WebBrain. If your firewall does not enable an SSL connection. then the Advanced tab.com to Share. (If no protocol is specified. Synchronize.com hosting services you can use your Brain on multiple computers and synchronize changes. For more information on how to set up an account on WebBrain.com before you begin synchronizing. click the File menu.com. see “Uploading and Downloading Brainzips” on page 203. Synchronize. PersonalBrain User Guide 197 .com services require a monthly subscription fee. To synchronize your Brain: 1. you can disable encryption by clicking the Options menu.com by creating an account and uploading your BrainZip to WebBrain.com to publish and share your Brain. In addition to publishing your Brain. With the Brain to be synchronized open. then click the Synchronize with WebBrain … command. People can view your published Brains whether or not PersonalBrain is installed on their machines. (This is the same encryption used by the US government to protect classified information.com. the Preferences command.

log in to WebBrain. PersonalBrain User Guide 198 .com to Share. A progress bar will display the status of the transfer. but external file attachments are not synchronized. then click the OK button. Select “Private” for the Visibility option unless you want others to be able to view your backup copy. Follow the same steps for publishing your Brain (as described beginning on page 206). Creating Online Backup Copies of Your Brain You can save copies of your Brains online at WebBrain. Synchronize. (The “BrainZip” link appears next to the Brain on the “My Account” page.com. 3. you can always retrieve a backup copy. If there is an interruption during an initial upload of your Brain. The active copy of your Brain will include the latest changes. and download your BrainZip.Use WebBrain. just go to the other computer on which you want to access your Brain. PersonalBrain will offer to resume from where it was stopped the next time you synchronize. run the Synchronize with WebBrain command on the File menu again. Only internal file attachments will be synchronized with WebBrain. and Back Up Your Brains Figure 214.) 4. Enter your WebBrain login email address and password. Paths to shortcuts will be saved. To synchronize at any time. When the process is complete. Figure 215. Synchronize with WebBrain Command 2. Log In to WebBrain You can keep working while the synchronization process is continuing in the background.com so that if something happens to your working file.

Use any of the text formatting buttons on the toolbar that appears. Click the Edit Notes link in the bottom-right area just below the Plex. Synchronize. and Back Up Your Brains Figure 216.com to Share. PersonalBrain User Guide 199 .Use WebBrain. Editing Your Online Brain’s Notes 2. Figure 217. To edit Notes in your online Brain: 1. Make Your Backup Copy Private Editing Your Online Brain You can edit your online Brains by performing any of the following activities:      Create and Forget Thoughts Change Thought locations (child to jump) Unlink Thoughts Set Pins Edit Notes You can only edit Brains that YOU own.

leave the check box unselected. Figure 219. Click the Synchronize with WebBrain button. PersonalBrain User Guide 200 . Buttons for Editing Notes Automatic WebBrain Synchronization The “Search Web” button in the PersonalBrain toolbar has been replaced with a new Synchronize with WebBrain button. Synchronize with WebBrain Button To select or deselect automatic Brain synchronization: 1.com to Share. 2. Otherwise. This provides a 30-second window in which to undo actions. if needed. and Back Up Your Brains Figure 218. 2. any changes made locally can no longer be undone. automatic synchronizations are not performed within 30 seconds of any undoable activity. Click the Sync this Brain Automatically check box to perform an automatic synchronization every five minutes. Click the Synchronize with WebBrain button. Click the Force re-sync check box to select it. Synchronization only occurs when there is an Internet connection. To prevent accidental loss of undo functionality. After synchronization.Use WebBrain. Synchronize. To perform a synchronization as of a specific date: 1.

Selecting a Date The synchronization process will begin. Synchronize.com to Share.Use WebBrain. Force Re-Sync Check Box 3. Figure 221. PersonalBrain User Guide 201 . then click the OK button. Using BrainZip to Send Your Brain to Others You can send your Brain as an attachment to an email message. To make the attachment as small as possible. click the date of your choice. Click the down-arrow button for the date field. you can use PersonalBrain’s BrainZip feature to create a compact file with all the information inside your Brain. and Back Up Your Brains Figure 220.

Figure 222.com. click the OK button. or click the No button to continue where you were before beginning the process. and Back Up Your Brains Creating a BrainZip To create a BrainZip: 1. if necessary. Click the Yes button if you want to open the folder where the BrainZip resides.Use WebBrain. Click the File menu. In the Create BrainZip Options dialog box. PersonalBrain User Guide 202 . Click the Browse button. This message box will be displayed when the process is complete: Figure 223. select or deselect the check boxes for including file attachments and/or the search index. Make a note of where you are saving your BrainZip file so that you can locate it easily when you upload it to WebBrain. to change the Output folder where the BrainZip will be saved. then click the Create BrainZip command. Synchronize. BrainZip Created Message Box 4.com to Share. Create BrainZip Options 3. 2. Then. You will see a progress bar as the files are compressed and the new file will be saved with a “brainzip” extension.

then navigate to the folder in which you saved the . as described below. PersonalBrain User Guide 203 . Only you can view your Brain (based on your login information). Selecting Visibility Select this . The BrainZip format uses zip compression. BrainZip files are NOT . You should not use zip file utilities to modify or access your BrainZip files as doing so may corrupt them.zip files. with the exception of your Private Thoughts.. Figure 225. Select your Brain’s visibility. 3. you can always use the Synchronize with WebBrain feature or replace a published BrainZip with a new version of your BrainZip. 2.. Synchronize. and Back Up Your Brains Now that your BrainZip is created. you can create a WebBrain account and upload your file. Anyone can view your Brain.brainzip file. but also optimizes the Brain data in other ways to eliminate redundant information. Click the Upload button. Click the Browse button... then click the Open button when the BrainZip of your choice is selected. Public Private For this result . Selecting a BrainZip File If you make changes to your Brain. Figure 224.com to Share.Use WebBrain. Uploading and Downloading Brainzips Uploading a BrainZip 1.

com to Share. Unlisted For this result . 5. these people can forward this link to others. Leave this field blank if you are overwriting an existing BrainZip for which you’ve already provided a description.. Unlisted Brains will not be found in searches. Selecting a Category 6. PersonalBrain User Guide 204 . Scroll to the end of the page and click the Submit button.. Figure 226. Synchronize. type a description of your Brain in the “Describe this Brain” text box. Optionally.Use WebBrain. and Back Up Your Brains Select this . naturally. Only people to whom you send a link to your Brain can view your Brain... 4. Doing so will make it easier for people to find your public brains. Select a category for your Brain.

Submit Button You will see a “File Received” message confirming that your BrainZip has been uploaded to your WebBrain account. and Back Up Your Brains Figure 227. You may refresh the page to check the status of your upload. Synchronize. Number of Time Viewed Downloading a BrainZip 1. the “Messages” box at the top of the page will show a “ready” status: Figure 228. When your BrainZip is ready to be accessed. Figure 229. Ready Status You can see how many times your Brain has been viewed by logging into your account and looking in the “My Brains” section. Log in to your WebBrain account. PersonalBrain User Guide 205 .com to Share. then click the BrainZip link next to the Brain of your choice.Use WebBrain.

Figure 231.com To prepare your Brain to be shared: 1. PersonalBrain User Guide 206 . Downloading a BrainZip File 3. then clicking the Open button. Click the Download button. then click the Save button in the Save As window. In PersonalBrain.com to Share. open the BrainZip by clicking the Open command on the File menu. Selecting a BrainZip File 2. click the Close button. Publishing Your Brain on WebBrain. When the process is complete. It will be the first Thought your viewers see. Synchronize. navigating to the BrainZip of your choice. Activate the Thought that you want to be the Home Thought when your Brain is viewed.Use WebBrain. You may log out of WebBrain at this point.  Right-click the Thought. and Back Up Your Brains Figure 230. navigate to the location of your choice. Click the Save button. then click the Set as Home Thought command The current wallpaper and color theme will be included in your published Brain. 4.

4. Figure 233. Complete all fields in the Sign Up form. Now you can return to the webbrain. Click the Sign up now link.com page and click the Login button to log in using the information you provided when you signed up. Allow a few minutes for the email to be delivered. To create a WebBrain account: 1. Figure 232. The BrainZip is the file you will upload to WebBrain. then click the SignUp button.  SiteBrain is a technology that creates an animated Web page using Ajax Web standards so that it can be quickly and easily seen in most Web browsers.Use WebBrain. When you receive the message. Exporting Your Brain to a SiteBrain Web Site You can place your Brain on the Web—why keep it all to yourself? This export format features a fully animated Brain that requires no plug-ins to access.com to Share. then click the Sign Up button in the top-right area of the page. PersonalBrain User Guide 207 . Check your SPAM folder if the message doesn’t arrive within a reasonable amount of time. and Back Up Your Brains 2. follow its instructions to click the link and activate your account.com. Login Button 3. Go to http://webbrain. You will see a message explaining that a confirmation notice has been sent to the email address you provided.com. Sign Up Button 2. Create a BrainZip as described above. Click the Verify button. Synchronize.

A SiteBrain is compatible with iPhone.  SiteBrains published for individual use that are accessible to everyone via the public Web do not require any additional license and can be published free of charge from TheBrain. and Back Up Your Brains The result is a stunning Web site that will both impress your users and help them find information more easily. Synchronize. The Plex of the SiteBrain window can be resized and SiteBrains include the Past Thought list.    To export your Brain as a SiteBrain to a Web site: 1. In addition. SiteBrains published to a private intranet for commercial use and SiteBrains that incorporate any kind of username/password authentication require that you obtain a commercial license from TheBrain. Click the File menu. then click the SiteBrain HTML with XML Data command.com to Share. Publishing to a non-Web-based file share or onto a CD or other removable media is also free of charge.Use WebBrain. the SiteBrain has a Search field for finding content within your Brain instantly. point to the Export submenu. PersonalBrain User Guide 208 . based on the starting characters of Thought names. The Export Options dialog box will be displayed.

you will see a running indication of the progress. During the export process.com to Share. SiteBrain HTML with XML Data Export Options Dialog Box 2. This makes the export process much faster next time. as appropriate. and Back Up Your Brains Figure 234. only the changes you made will be exported.Use WebBrain. After a short time. You will see a functioning representation of your Brain. depending on how big your Brain is. You can change any of the default settings in the dialog box. If you export your Brain again later to the same location. Click OK to begin the export. the exported file will open in your default browser. PersonalBrain User Guide 209 . ready for sharing with others. Synchronize.

Select the message at the top of the window and choose "Allow Blocked Content. Synchronize. Indicate the destination of your choice in the Output Folder field or simply copy the output files to the location of your choice after the export has completed. it will show a security warning and will not display your Brain immediately. There is no security risk. This warning will not appear once you have placed your SiteBrain on a Web server. PersonalBrain User Guide 210 . and Back Up Your Brains Figure 235.. Brains can also be copied to CDs or USB drives using these steps..Use WebBrain. An Exported Brain If you open a SiteBrain in Internet Explorer from a local file." to proceed.com to Share.

point to the Export submenu. Click the File menu. Figure 236. and Back Up Your Brains Exporting Your Brain as a Simple HTML The Simple HTML Export creates a Web site that uses a more conventional menu style layout. as appropriate. Content exported using the view may be freely posted to any Web server at no charge.com to Share. you will see a running indication of the progress. Simple HTML Export Options Dialog Box 2. depending on how big your Brain is. The Export Options dialog box will be displayed. You can change any of the default settings in the dialog box. During the export process.Use WebBrain. then click the Simple HTML command. To export your Brain as a Simple HTML Web site: 1. After a short time. the exported HTML file will open in your default browser. Synchronize. Click OK to begin the export. PersonalBrain User Guide 211 .

as appropriate. point to the Export submenu.com to Share. The Export Options dialog box will be displayed. To export your Brain as XML for BrainEKP: 1. 2. PersonalBrain User Guide 212 . Copying Thoughts into Other Applications as an Outline You can copy Thoughts from the Selection box into other programs such as Microsoft Word or Excel and the Thoughts will be formatted as an indented hierarchical list. The resulting file is a PersonalBrain Archive (PBA) file which contains XML for all your Brain’s data. and Back Up Your Brains Figure 237. This format is intended for use with TheBrain’s enterprise product. You can change any of the default settings in the dialog box. and files for attachments. which offers a multiple user collaborative environment for building an organization wide Brain. Exported Simple HTML Brain Exporting Your Brain as XML for BrainEKP PersonalBrain can also export your Brain as a single file containing all the data. This format is the same as the format created by the PersonalBrain Exporter for PersonalBrain 3.Use WebBrain. Click OK to begin the export. This file format may also be used by some third-party software. Click the File menu. then click the XML for BrainEKP command. HTML for notes. Synchronize. BrainEKP.

Figure 238. Click the Edit menu and then click the Copy as Text Outline command. Samples of Outlines Created by Pasting Thoughts from PersonalBrain PersonalBrain User Guide 213 . Synchronize. 4. 2. Select all of the Thoughts you want to include in the outline (Ctrl-click on a Thought to add it to the selection or use the commands on the Edit menu to quickly create a selection).com to Share. Open the other application and click where the outline version of the Thoughts should be inserted.Use WebBrain. and Back Up Your Brains To copy one or more Thoughts into another program as an outline: 1. Right-click and then click the Paste command on the context menu (or click the Edit menu and then click the Paste command). Figure 239. Copying Thoughts as an Outline 3.

com to Share. 2. The Thought hierarchy will be based on these levels. Synchronize. Pasting Outlines Pasted outlines may include labels.. Navigate to the Word file of your choice and when the filename is selected. Example: The following text adds a Thought named “Steve Jobs” with the label “Founder of Apple. then right-click in the Selection box to open the context menu. To import a Word document: 1. click the Open button. 2. If a URL is included. click the Import command. Click the Copy as Text Outline with Notes command.docx). and Back Up Your Brains Importing Word Outlines If you’re importing a Word document that contains outline levels or heading styles. and a Note containing a quotation. attachments.. and Notes. Switch to Word or any other text application of your choice and press Ctrl-V (or use the program’s command for pasting). 3. Activate the Thought that will be the parent of the Word content.. Create a label when the outline is imported Create a Note when the outline is imported Do this . 4. 3. these organizational attributes are retained when the document is imported. PersonalBrain User Guide 214 . To do this .” a link to Wikipedia. Type the pipe symbol (|) before the text that should appear as a label. It is not necessary to place the Note text within parentheses. Click the File menu. then click Word Outline (. it is added as an attachment to the Thought in the outline entry above the entry containing the URL.Use WebBrain. Type a hyphen (-) before the text that should appear in the Note. Copying Outlines with Notes You can copy selected Thoughts along with their notes and place them in a tabbed outline. Click OK in the confirmation dialog box.. Select the Thoughts to be copied. 1.

Activate the Thought that will receive the imported information. and Mind Maps into your Brain. it becomes a child Thought of the active Thought. then click the Import command.txt extension and supports importing a text outline using the same formatting as is used when pasting a text outline. Importing Information Into Your Brain Importing Bookmarks. PersonalBrain User Guide 215 . 2.wikipedia. and Mind Maps You can import Internet bookmarks (such as Internet Explorer favorites). When you import a folder." The Import command on the File menu imports a file with a . To Begin Importing: 1. folders.org/wiki/Steve_Jobs -" I want to put a ding in the universe. Click the File menu.Importing Information Into Your Brain Steve Jobs | Founder of Apple http://en. Folders.

Use the Select PersonalBrain File dialog box to choose the Brain you want to merge into the active Brain. 1. PersonalBrain User Guide 216 . 4.mmap or . Each of the files in the imported folder will become a separate child Thought of the active Thought.mm). Each of your favorites will becomes a separate child Thought of the active Thought. Figure 240. Merging Brains 3. For a Folder:  Click Folder. Open the Brain into which you want to merge another Brain. For a Mind Map:  Click MindManager File (. Merging Brains You can copy all Thoughts from one Brain to another by using the Merge Brain feature. Each of the topics or ideas will become a separate child Thought of the active Thought. Click Yes to confirm that you understand this import can’t be undone. Click the Yes button to acknowledge that merging is not an action that can be undone. then click the Open button. Click the File menu and then click the Merge Brain command. 2. then click Yes to confirm that you understand this import can’t be undone.Importing Information Into Your Brain For Bookmarks:  Click IE Favorites. When the merge is complete. the Thought that was active at the start of the merge will be linked to the last active Thought from the merged Brain. navigate to the file of your choice. A progress bar will display as the Brains are merged. navigate to the folder of your choice.xmmap) or FreeMind File (. 5. then click the Save button.

Firefox bookmarks. Importing Outlines from Word or Excel into a Brain You can copy content that has been set up in an outline format within Word or Excel into a Brain. In the source application. then click the Import command.Importing Information Into Your Brain The only Brain that is changed is the one that is open when you begin the merge procedure. Click the File menu. Once pasted into the Brain. 1. The Brain you select during step 3 is not changed at all. XML. Figure 241. 3. MindManager files. make sure that a hard return (paragraph break) separates each paragraph and that the Tab key has been used to indent each entry to the proper position. then click the Open button. the content will retain the same hierarchical structure as in the source file. OPML. FreeMind. Importing PersonalBrainXMLs PersonalBrains that have been exported into an XML format (or properlyformatted XML that has been generated outside of PersonalBrain) can easily be imported back into another Brain as a child of the active Thought. navigate to the file of your choice. Click PersonalBrain XML. Information Ready for Import from Word PersonalBrain User Guide 217 . PersonalBrain offers many other import options such as IE favorites. select the text to be included. then copy it by right-clicking within the selection and clicking the Copy command on the context menu (or click the Edit menu and then click the Copy command). 2. 1. and OWL. If you are using Word. Activate the Thought that will receive the imported XML.

If you are using Excel. and then click the Paste Outline command. Figure 243. click the Edit menu. activate the Thought that will be the parent of the inserted outline. In your Brain. A progress bar will show the new Thoughts being pasted in.Importing Information Into Your Brain Bulleted or ordered lists created in Word 2007 and saved as “. Information Ready for Import from Excel The information you have entered into the source application will be turned into Thoughts.docx” files can be imported and will be converted to a hierarchical set of Thoughts for each bullet point. PersonalBrain User Guide 218 . Figure 242. After Importing 2. Columns are used to indicate the level of indentation and show which Thoughts will become children. each item that will become a Thought needs to be in a separate column and row.

PersonalBrain User Guide 219 . to automatically create a link from the existing Thought to the new Thoughts being pasted in Click Create New to allow duplicate Thought names and not link to the original Thought with the same name Click Cancel Paste to abort the operation   Brain Maintenance Backing Up Your Brain You can back up your Brain by using PersonalBrain’s BrainZip feature to create a compact file containing all the information used by your Brain. In the event of duplicate names. select the option of your choice from the drop-down list and then click the OK button. preferably not in the same physical location as your computer in case of a fire or other emergency. We recommend storing your backup in a safe location. See the previous section for a description of how to create BrainZip files. In this case. Handing Duplicate Thought Names  Click Link to (Thought name) to avoid inserting a new Thought with an existing name and. Pasting an Outline from Another Application 3. Everything in your Brain can be recreated from a BrainZip with the exception of externally linked files. instead. the Thought Name Exists box will display. Figure 245.Brain Maintenance Figure 244.

This defaults to your user folder where your other documents are or the “My Brains” folder if you upgraded from an earlier version of PersonalBrain. The size of a _brain folder depends on how many Thoughts it contains and how much content is associated with each Thought. Each Brain you create is stored in a file with the extension “. Attachments for your Thoughts are stored in the “Files” subfolder of the _brain folder. PersonalBrain uses its own database to track the relationships between all information in your Brain. however this method will take more time and occupy more storage space.brain” and “Pat Green_brain.” respectively.” The file and folder must be kept together in order to work properly. See the following section for more information on where your Brain data is stored. PersonalBrain User Guide 220 .brain” and folder that has a name ending in “_brain.” its file and folder will be named “Pat Green.Brain Maintenance You can also back up your Brain by simply copying the . This database. as well as the search index and other information. is all stored inside the _brain folder. If you have named a Brain “Pat Green.brain file and _brain folder. Looking Under the Hood: Where Your Brain Stores Content The data for your Brain in stored in the folder that you specified when you created it.

Note that topics in these examples could easily all simply be sections within a larger Brain. Under these Thoughts you can spin off additional Thoughts with all the resources you need to achieve each goal. You can even create Thoughts for each phase of your project. Create a Thought for each project goal and objective. PersonalBrain User Guide 221 . Perhaps these ideas will help you design and develop Brains that fit your personal needs. Project Management Brain With PersonalBrain’s visual interface you can create an all encompassing view of your projects to see even the most complex relationships more intuitively. Many people find that keeping a single Brain suits their style of working and thinking better than separating information into different Brains.Some Sample Brain Applications Some Sample Brain Applications The following examples are provided to help you get your creative juices flowing. Your project brain will help you take control of your information and execute more effectively.

watch our recorded highlights from our last Web event on project management at: http://www.thebrain.com/from-ideas-to-action/ Or.html PersonalBrain User Guide 222 .com/site/about/events/projectmanagement/default.Some Sample Brain Applications You can also have a Thought that links all your active projects for fast access.thebrain. For more information on using your brain for project management go to: http://blog.

Then drag and drop links into your Brain. You can use TheBrain’s search Web feature with your favorite search engine to find the best web sites on your hobby. adding a Thought on your latest preoccupation or hobby is very satisfying. Special interests are even more special when you can “instant activate” them on a moment’s notice or link to your buddy who you are going to the game with. PersonalBrain User Guide 223 . antiquing. or your pet parrot.Some Sample Brain Applications Hobby and Special Interest Brain Whether it’s baseball.

see the “Mind Mapping your Passion” recorded event at http://www.thebrain. This is just plain fun! For more information on building a Brain for your special interests.com/recordings. PersonalBrain User Guide 224 .Some Sample Brain Applications You might be surprised at how quickly you can develop a personal resource on your favorite sport or hobby that becomes invaluable to you as you pursue your passion. Don’t forget to copy and paste Thought icons to your hobby Thoughts for extra pizzazz.

You can also use this area of your Brain to create a list of cities that interest you so you can link to activities that you might like to do there sometime down the road.Some Sample Brain Applications Travel Brain We live in a global village of cities and countries. In time. hotels and tourist attractions. Create a Thought for the location you are visiting: link to key destination sites. you’ll be able to see the places you should visit based on all the things you want to see there and the people you want to visit. For instance. if there is a specific hotel you like. this section of your Brain is invaluable to anyone who wants to maximize their time in the right places when away from home. drag and drop its Web page into your Brain to create a Thought for it. when you do go you’ll be sure not to have forgotten anything! PersonalBrain User Guide 225 . Even if you’re not a jetsetter. Plus.

For more time sensitive and important items like property taxes you can create separate Thoughts and set a calendar item so PersonalBrain will remind you when they are due. If you are into scanning receipts or important documentation PersonalBrain makes it easy to store and categorize this information. You can also add a Thought for “Bills paid” and add in any notes on dates bills are due or when they were last paid. watch our recorded seminar at: http://www. For more information on using your Brain for personal finance. This is also a great place to link to any online bill paying or banking sites that you may use.com/recordings PersonalBrain User Guide 226 .thebrain. Your Brain makes it easy by giving you a complete picture of all your upcoming bills. financial assets and research on your future.Some Sample Brain Applications Personal or Business Finance Brain Staying on top of your Finances and planning for the future is a daunting task for everyone.

thebrain.html PersonalBrain User Guide 227 . With PersonalBrain the full context is captured and powerful analysis is enabled with a few connections. A product or feature might fit under multiple concepts and ideas. in product analysis. competing strategies. often relationships between product genres will cross various categories. This can only be visualized associatively with one Thought having multiple parents and connections. For example.Some Sample Brain Applications Research and Analysis Brain PersonalBrain is ideal for aggregating information on hot products. crossing genres so to speak. watch our recorded event at: http://www. For more information on using creating brains to understand your business landscape. and the strengths and weaknesses of your competition.com/site/about/events/landscape7/default.

Some Sample Brain Applications “My People Network” Brain Frank used to have a rolodex file (and before that a “little black book”) where he kept all his names and address but it got unwieldy. He’s a technically savvy guy and knows there are lots of applications available for keeping track of his friends. Here’s what Frank’s “My Address Book” Brain might look like: PersonalBrain User Guide 228 . Having used PersonalBrain for a while he’s come to the conclusion that it would be most efficient to just keep a separate Brain for this purpose. Then. but he can readily see relationships he might have otherwise missed and he can easily track who knows who and how he met people. and acquaintances electronically. relatives. not only can he look up information quickly.

The Thought you are working on right now. PersonalBrain can create multiple Brains. Click the Brain button to show the PersonalBrain window or attach files by dragging them to the Brain button. In turn. it disappears when you begin working in another application and is replaced by the Brain button. A Thought with at least one parent.” Application Brain button Brain Child Thought Delete Drag and drop Forget Forgotten Thought PersonalBrain User Guide 229 . A Thought that is not active can be activated by clicking it. click the mouse button and drag the item to where you want it to appear. or photo editor. The active Thought occupies the center of the Plex. its links. To remove a Thought from PersonalBrain without deleting it. Children of the active Thought appear in the child zone. its links.Glossary Glossary Activate Active Thought To bring a Thought to the center of the Plex and make it the active Thought. To use this feature. Forgotten Thoughts can be “remembered. or its note. select the item you want to drag. its content. The complete removal of a Thought and/or its content from a Brain. the active Thought is a child of any Thought that appears above it in the parent zone. below the active Thought. Deletion is permanent. The active Thought’s details are described in the Thought tab. database. A collection of associated Thoughts each of which can have content. Forgotten Thoughts can be “remembered. Web browser. or its name in a list and pressing Enter. When PersonalBrain window is set to Auto Hide. its content. its pin. or its note.” A Thought that is removed from PersonalBrain without deleting it. game. A program such as a word processor. Only the active Thought can be opened by clicking it.

Glossary Gate The active Thought and its close relatives have three circular “gates. the first Thought in a Brain (generally named after the user) is a parentless Thought. Parent Thoughts of the active Thought appear in the parent zone. images. It is the Thought that is activated when you click the Home button in the PersonalBrain toolbar. A parent Thought is linked to its child Thoughts through its child gate. displayed in the Notes tab of the Tools window. A Thought that has at least one child. Notes can hold any combination of text. The Notes function includes a word processor. Every Thought can have Notes. A gate is hollow when there are no links through it.” To move from Thought to Thought by activating Thoughts. A jump Thought is linked to another Thought through its jump gate and appears in the jump zone to the left of the active Thought. and the jump gate is beside it. A category of links that allows you to distinguish how Thoughts are related visually. Home Thought Jump Thought Link Link Type Navigate Notes Parent Thought Parentless Thought PersonalBrain User Guide 230 . The act of connecting Thoughts thereby establishing close relations. or shortcuts. the line connecting two Thoughts in the Plex. This is because jump Thoughts of the active Thought are related exclusively to the active Thought and not to other Thoughts in the Plex. A parentless Thought is often a jump Thought or a Thought representing a subject heading or organizer. For example. Usually. you could have a Link Type called “writes” set so that links between authors and books display brown with the label “writes. The Home Thought is the main or top Thought of your PersonalBrain. the child gate is below it. sound. A Thought without a parent Thought. Activating a jump Thought produces a more significant reconfiguration of the Plex than activating a child Thought or parent Thought.” each of which is used to link to a specific relation: The parent gate is above a Thought. above the active Thought. Also. The active Thought is a parent of any Thought displayed in its child zone. and solid when links exist. below it.

The field to the left of the Search button at the bottom of the Plex. The basic unit of a Brain. It also includes the Search box. You can also create a pin of the active Thought from the Thought menu. Type text in this field to perform an Instant Activation search.Glossary Past Thought list The scrollable list of Thoughts at the bottom of the Plex. When a Thought that has siblings is active. A Thought can have content in the form of a file. includes the active Thought. to the right of the active Thought. An entry point to a Brain. its close relations. A file used as the basis for creating other files. For example. A Thought that has been removed from the Plex by “forgetting” can be remembered by dragging a Link from it to any existing Thought in the Plex window that is not forgotten. Template files can be added to the window of the Add Attachment dialog box. or Web page. A Thought can represent anything the user wants it to. and navigation tools. The button at the bottom of the Plex that is used to perform an extended search for the item typed in the Search field. arranged in the order activated. The visible portion of your Brain. shortcut. you can have a “Person” Thought type so that all Thoughts that are people display as green. or it can be devoid of content and simply act as a subject heading or organizer. A pin is created by dragging a Thought to the area immediately below the menu bar. and the links between them. its siblings are displayed in the sibling zone. The pin stays there until it is removed by being dragged into the menu bar or title bar. the Past Thought List. Two or more Thoughts with a common parent. The most recently activated Thought is the rightmost Thought in the list. A way to categorize Thoughts and give them distinct colors. Click a pin to activate its Thought. Pin Plex Remember Search field Search button Siblings Template Thought Thought Type PersonalBrain User Guide 231 .

to let you see Thought associations.Glossary Unlink Unlink Thoughts that you no longer want to be related to any other Thought in your Brain. or when you want to remove a superfluous link. the jump zone to its left. Virtual Thoughts are not searchable. the address of a Web site. You cannot unlink a Thought’s only Link to the active Thought. Areas in the Plex devoted to specific relations of the active Thought. A Thought created when a folder is dragged into PersonalBrain. and the sibling zone to its right. the child zone below it. The option to step randomly through PersonalBrain. Universal Resource Locator. There are four zones: the parent zone above the active Thought. URL Virtual Thought Wander Zones PersonalBrain User Guide 232 .

110 dragging sticking · 129 Dragging · 82. create · 201 button bar · 13. 109. delete · 177 custom reports. 218 BrainZip. 111. 110. 106. 92. 216 Expand All · 123 expand Thought · 128 Expanded Thoughts · 124. 228 circle highlight · 15 Collapse All · 123 collapse Thought · 128 color · 87. 180. 215. 110 copy formatting · 148 copy outlines into a Brain · 216 copy Thoughts into another program · 212 counting words · 155 create multiple Thoughts · 15 create Thoughts · 14 custom reports. 229 C Calendar · 178. 190 Auto Hide · 228 Auto Hide button · 228 auto-hide mode · 16 B backgrounds · 87 Backup Brain · 198 Brain window. Preferences · 58. 88. open · 176 custom reports. 105 Color. 183 case-sensitivity · 138 Child · 229. 126. 137. snooze · 183 events · 180 Excel · 211. 25. 138 Event. 109. 210 F filename extensions · 7 filter display · 133 Forgetting Thoughts · 228 forgotten Thoughts · 76 Format Painter button · 148 G gate · 7 PersonalBrain User Guide 233 . 231 Child Thought · 6. 186 Expanded view setup · 59 export to a Web page · 208. auto-hide · 39 Brain window.Index Index A Activate · 228 active Thought · 4 Active Thought · 228 Address Book · 194 Advanced tab · 63 Analyze Main Thoughts · 139 anchor Thoughts · 129 attachments · 20. 17. 228 drop shadows · 87 duplicate of a Thought · 73 E Email Attachment Using Mail command · 194. 71 Attachments · 89. manage · 176 custom reports. 116. 115. 103. 112. 195 ESP Sync · 136. create · 175 custom reports. 61 compatibility · 8 Compatibility · 8 convert older Brains · 8 copy a Thought to another Brain · 73 copy a Thought within a Brain · 71 copy and paste · 109. 146. 33. 104. 96. 113. 202. 182. float · 39 BrainZip · 201. save as · 177 D Date and Time Format · 155 default Brain settings · 38 delete a Thought · 77 Details tab · 190 Dismiss event · 183 display filtering · 133 Drag and drop · 107. save · 176 custom reports.

5. 76. hiding · 135 pins. 49. 21. 229 properties · 103 Link an event · 185 Link by dragging · 83 Link by Selecting a Thought in the Create Child Dialog Box · 84 Linking existing Thoughts · 82 Look & Feel. Preferences · 53 M Mail integration · 194 merging entire Brains · 215 Mini-Mode · 43 mouse wheel · 129. 129. 149. remove · 34 Plex · 4. 230. 48. change default · 53 Last Expanded · 127 link · 7 labels · 102 Link · 82. 79. 188. create · 33 Pins. Preferences · 51 Google Calendar · 184 guided tour · 10 H Home Thought · 229 Horizontal Rules · 149 I iCal · 194 icons removing · 95 zoom · 95 images attaching · 93 importing · 213 Instant activation · 19. 19. 164 Instant Activation field · 36 J Jump · 229 jump Thought · 6 Jump Thought · 229 K keyboard shortcuts · 64 L label Thoughts · 92 Language. 207 Past Thought List · 34. 230 Pasting Outlines · 213 PersonalBrain · 1 PersonalBrain toolbar · 49 PersonalBrain window · 10 pictures for attachments · 111 pictures for Thought types · 99 Pins · 17. 17. 8. 111. 229. 106. 153. 38. 190 images · 154 O Operating Systems · 2. 32. 147. 34. 136. 110. 127. 228. 148. 33. 50. 230 create · 82 pins. 44. 104. 117. 31. 231 panning · 129 scaling · 128 Plex. 118. 128. 132 Move File into Brain command · 110 multiple platforms · 2 multiple Thoughts · 78 de-select · 79 select · 79 N New Expanded · 127 Notes · 118. move and resize · 44 Preferences · 162 Preferences dialog box · 50 Presentation mode · 135 previous version of PersonalBrain · 7 PersonalBrain User Guide 234 . 83. 145. 147. 108. 137. 16. 132. 186. 189.Index Gates filled · 229 hollow · 229 Jump · 229 Parent · 229 Sibling · 229 General . 3 Outline view · 123 Outline view setup · 59 outlines · 212 Outlook · 113. 82. 191 P Parent · 229 parent Thought · 5 Parentless Thoughts · 229 Past Thought list · 34. 122. 151. 188. 164. 155. 190.

128 images · 93 relocacting · 129 sizing · 88 Thoughts. 82. 216 Word outlines · 213 Z Zones · 231 Child · 231 Jump · 231 Parent · 231 Sibling · 231 PersonalBrain User Guide 235 . 18. 46. creating multiple · 69 Thoughts. Preferences · 56 undo and redo actions · 74 Unlinking Thoughts · 231 URL · 231 URL. 64 searching · 165 selection · 79. create · 206 Welcome screen · 11 Word · 211. forget · 76 Thoughts. 16. Preferences · 59. unlink · 81 Thoughts. 163 Templates · 230 Themes · 45. 70 Send to PersonalBrain · 57 Sibling · 230 sibling Thought · 6 spell checker · 147 sticking Thoughts · 129 super type · 100 Swap Thought name and label · 71 Switch button · 71 Switch View button · 121 Synchronize Brain · 197 T tables · 149 Tags · 159. change using links · 85 Remember · 230 reminders · 181 rename Thoughts · 75 Replace Attachment Locations · 165 Reports · 173 Reset Tools Layout · 144 S Save as · 112 Save Expanded view · 130 screen captures · 93 scroll bars · 132 Search file attachments · 196 Search. insert · 152 Use the Create Child Dialog Box to Link · 84 V view expanded · 124 virtual Thoughts · 117 Visible Thought Types · 96 W Wallpaper · 48. select multiple · 78 Thoughts. virtual · 117 Tool tabs · 140 Transparent mode · 39 U UI. 3. 206 Q quick-pick menu · 173 R recurring events · 180 redo and undo actions · 74 relationships. 215. 47 Thought Types window · 98 Thoughts · 1.Index Print using a white background · 187 printing · 186 Publish your Brain · 197. 49 Wander Animation Setup · 64 Web page attachments · 21 WebBrain account. 80 semicolon trick · 15. 62. 230 collapsing · 127 distance between · 129 expanding · 127.

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